Is There a Way to Upload Folders With Box?

Overview

Box has designed its service to allow users to collaborate on content using one of ii features: ane) inviting collaborators or ii) sending share links to your content.  Although these features enable easy collaboration of folders and files, extra precautions are necessary to ensure that data is shared with authorized users just.  The best way to exercise that is to ready the correct permissions to ensure the security and privacy of your information. In the following sections, we will discuss how to share your content safely.

This document assumes that users take a basic understanding of collaboration and sharing functionalities provided in Box, which is provided at the Berkeley Box service webpage.

Summary of Recommendations:

Collaboration Access Levels

1. Set default collaborator access level to "Viewer Uploader" unless your collaborators require additional admission rights.
2. Create singled-out, higher-level folders to organize sensitive vs. not-sensitive data.

Shared Link Permissions

1. When sharing links, the access level for the shared links should exist set at the "Collaborators But" level to restrict admission to a controlled grouping of individuals you lot accept invited to collaborate on the working folder.
2. Deactivate links that no longer crave access past other users.

Password Protected Shared Link

1. Practice not share sensitive files via an "Open" shared link. If that'due south unavoidable, employ a password to secure the link before sharing it with other users.
2. When sharing the password protected shared link, send the shared link and the password in out-of-band communication channels to reduce the likelihood of malicious users stealing the credentials.  For example, email the link, then send the password in a text message or separate email.

Collaboration Access Levels

Inviting Collaborators

Depending on the sensitivity of your shared files, you should consider the different collaborator admission levels and assign them to each collaborator appropriately.  See the graphic below for a step-by-step guide to setting Collaborator Access Levels.

To choose from the available access levels when inviting someone to collaborate,

1. Click on the text box (where the text "Enter Electronic mail addresses here" is) above the "Invite Collaborators" button
2. A dropdown card appears.  Click on the "Avant-garde Options" link
3. Enter the email addresses of the people you want to invite to interact
4. Select from the dropdown menu the advisable collaboration levels.
5. Click "Invite" button to transport the invitation

Figure 1 - Advanced options to change collaborator access levels.

Figure ii - Invite Collaborators pop-up

Collaborator Admission Levels

Below is a chart showing the different collaborator access levels and a description of each level:

Figure 3 - Collaborator access levels.

• Uploader:
  An Uploader is the most limited access that a user can have in a folder and provides limited write access. A user assigned Uploader will see the items in a folder simply will not be able to download or view the items. The only action bachelor will exist to upload content into the folder. If an Uploader uploads an item with the same name as an existing item in the folder, the file volition exist updated and the existing version will be moved into the version history.

• Previewer:
  A Previewer merely has express read access. This permission level allows a user to view the items in the folder using the integrated content viewer or a viewing application from the OpenBox directory such as Scribd. They will have no other admission to the files and volition not be able to download, edit, or upload into the folder.

• Previewer-Uploader:
  This access level is a combination of Previewer and Uploader. A user with this access level volition exist able to preview files in the folder using the integrated content viewer or a viewing awarding from the OpenBox directory such equally Scribd and will likewise exist able to upload items into the folder. If a Previewer-Uploader uploads an item with the same name equally an existing item in the folder, the file will be updated and the existing version will be moved into the version history. They will take no other admission to the files and volition non be able to download or edit items in the folder.

• Viewer:
  A Viewer has full read access to a binder. So they will exist able to preview any item using the integrated content viewer and volition be able to download any detail in the folder. A Viewer can generate a shared link for any item in the folder equally well as brand comments on items. A viewer will non exist able to add together tags, invite new collaborators, upload, or edit items in the binder.

• Viewer-Uploader:
  This access level is a combination of Viewer and Uploader. A Viewer-Uploader has total read admission to a folder and limited write admission. They will exist able to preview any item using the integrated content viewer and will be able to download any item in the folder. They can generate a shared link for any item in the folder besides as make comments on items. A Viewer-Uploader volition also be able to upload content into the folder. If a Viewer-Uploader uploads an detail with the same name as an existing item in the binder, the file will be updated and the existing version volition be moved into the version history. They will non exist able to add tags, invite new collaborators, or edit items in the binder.

• Editor:
  An Editor has full read/ write admission to a folder. They can view and download the contents of the binder, as well every bit upload new content into the folder. They accept permission to delete items, edit items, comment of files, generate a shared link for items in the folder, and create tags. Past default an Editor will be able to invite new collaborators to a folder; however, an editor cannot manage users currently existing in the folder. An Editor tin can as well Sync folders to Desktop and Laptop computers.

• Co-Owner:
  A Co-Possessor has all of the functional read/ write access that an Editor does. This permission level has the added ability to be able to manage users in the binder. A Co-Owner can add new collaborators, modify collaborators access, and remove collaborators (they volition not be able to manipulate the owner of the folder or transfer ownership to another user).

One additional option is to restrict permission to invite collaborators to a folder, this is nether the Binder Backdrop, Security tab.   Checking the box highlighted below will restrict Editors and other co-owners from beingness able to invite other collaborators.

Effigy 4 - Only folder owner can ship collaborator invites.

Recommendation:  Prepare default collaborator access level to "Viewer-Uploader" unless your collaborators require boosted access rights.

In addition to read and upload privileges, granting your collaborators "Viewer-Uploader" access will allow them to overwrite an existing file with a new version, moving the previous version of the file to version history for review later.  On the flip side, "Viewer-Uploader" access level restricts a collaborator from being able to i)invite other users to collaborate on the folder; and ii)delete files/folders within the collaborated binder.  For more details on what a "Viewer-Uploader" collaborator can exercise, refer to a detailed description of each access level above.

The "Viewer-Uploader" admission level helps to avoid the risk of accidental or malicious deletion of data in your collaborated binder, while still providing collaborators with the core collaboration functions such as read and update access.   This is especially powerful when combined with defaulting all shared links to "Collaborator Only" access level as described in Recommendation #3.

Recommendation:  Create distinct, higher-level folders to organize sensitive vs. non-sensitive data.

Please note that when collaborator access level is granted to Joe User at a tiptop level folder, Joe User will have the same access level for all the subfolders under the top level folder.  In other words, if you have sensitive data you don't want to share, merely those files fall nether a meridian-level folder where you granted Joe User with viewer or editor collaborator access levels, your sensitive data volition now be exposed to Joe User even though you have not explicitly shared your sensitive data with Joe User!

A safer way to manage your sensitive files would be to avoid inviting collaborators to your top-level folder.  Instead, invite collaborators to the lower level subfolders, which ways access to fewer files and less chance of your collaborators seeing files they should not be able to meet.

Removing Collaborator Admission

Subsequently yous invite collaborators to a binder, you lot tin render to come across who the collaborators are for a particular file or folder by navigating to information technology in the Box spider web interface.  If a collaborator no longer needs access, you can as well remove his/her access from this carte.   To remove the collaborator:

1. Click on the Collaborator's proper noun from the list of collaborators
2. Click on the Access Level drib-down menu
3. Select "Remove"

Figure 4 - Removing collaborator from binder.

Shared Link Permissions

Recommendation:  When sharing links, the admission level for the shared links should be set at the "Collaborators Merely" level to restrict admission to a controlled group of individuals y'all have invited to collaborate on the working folder.

To restrict shared links to "Collaborators Only" admission level for a folder and its files, follow the steps below (this assumes that collaborators accept already been invited to the folder.   See section on Collaborator Access Levels section for more than details):

1. Navigate to the binder on Box web UI
2. Click "Folder Options" drop-downwardly carte -> Folder Backdrop -> Security
3. Cheque the box for "Restrict shared links to collaborators but"
4. Click Okay button to save the setting

Figure 5 - Getting to folder level security properties

Figure 6 - Checkbox to restrict shared link access to collaborators only.

Below is a listing of the sharing levels and their descriptions:

• Open:
  Set the link to "open" if yous want anyone with the shared link (including Box Lite account users and users with no Box account at all) to take access to the file. To restrict access to the file, you can set an expiration date or even require a password – these restrictions will utilise to anyone not already collaborating in the folder.

• @Berkeley:
  Want to transport out a link without worrying about outsiders viewing the file? Just select the "@Berkeley" option – remember that Berkeley users, if they are non collaborators already, must receive the link from y'all to accept admission.

• Collaborators Only:
  Select this option if yous want to signal a collaborator to a specific file or folder without making the link accessible to non-collaborators.

• Disable:
  This feature disables the shared link for a file or binder. If a collaborator wants to access the file, they'll have to log into Box and find it in the appropriate binder.

Some times yous want to share files with others simply for a specific period time, later which you may want to take away admission to that file.  Box offers ways for yous to deactivate the links y'all shared by way of setting an expired engagement on the links (applicable only to "Open" and "@Berkeley" links only) or manually disabling the link.  Doing then will reduce the likelihood that files and binder, particularly those containing sensitive data, become orphaned and unmanaged after a period of active collaboration.

Recommendation: Deactivate links that no longer crave admission by other users.

Figure 7 - Disabling a shared link.

To disable a shared link:

1. Find the file or binder for which you lot want to disable sharing in Box
2. Click on the "Share" push to the right of the file proper name
3. Click on the "Access" dropdown carte
4. Select "Disabled" access level
5. Click "Okay" to confirm y'all want to disable sharing for that file/folder

To ready an expiration engagement on a shared link:

1. Find the file or folder for which you want to prepare expiration in Box web interface
2. Click on the "Share" push button to the right of the file proper noun
3. Click on the "Admission" dropdown menu
4. Select an access level ("Open", "@berkeley")
5. Click on "Set up Expiration"
6. Select the desired expiration date in "Unshared On" field
7. Click Okay to save your selection

Countersign Protected Shared Link

Recommendation: Practice not share sensitive files via an "Open" shared link. If that's unavoidable, use a password to secure the link before sharing it with other users.

If a business demand requires that a sensitive file be shared with users outside of campus, Box allows end users to countersign-protect public web links, requiring visitors to enter the set password to admission the file or folder.  Please consult Box and Google Information Employ Understanding on advisable usage of Box for diverse restricted data types.

Recommendation: When sharing the countersign protected shared link, send the shared link and the password in out-of-band communication channels to reduce the likelihood of malicious users stealing the credentials.  For example, email the link, then transport the countersign in a text message or carve up email.

Likewise notation that a countersign protected shared link does not offering the aforementioned level of protection every bit file-level encryption, since it simply protects the file when accessed through the link.  Collaborators may still be able to access the file without inbound a password.

Effigy eight - Opening the Shared Link pop up window.

To use this feature,

1. Click on the "More Options" dropdown carte adjacent to the file or folder
2. Hover over "Share" and select "Get Link to File" or "Get Link to Folder"
3. On the pop-up window, open up the Access Level menu in the upper right corner
4. Click the radio button for "Open" access level
5. Click "Set up Password"
6. Enter the password in the text field.  Delight consult the campus password policy for detail recommendation on countersign complexity requirements
7. Click Save

Boosted References

Box Video

1. Secure File Sharing: www.youtube.com/lookout man?v=vFKB4MSbq8I
2. Box Collaboration Basics Video: http://success.box.com/videos/collaborators/
3. Box Security Tools Video: http://success.box.com/videos/collaboration-tools/
4. Box Everyday Collaboration Best Practices: http://success.box.com/best-practices/everyday-collaboration/

UC Berkeley Box Documentation

1. UC Berkeley Documentation: (https://kb.wisc.edu/berkeley/search.php?q=box)
2. UC Berkeley Box and Google Information Use Agreement
3. UC Berkeley Box Sync Guidelines

If you have whatsoever questions almost how to collaborate on Box, please e-mail box-support@lists.berkeley.edu.

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Source: https://security.berkeley.edu/education-awareness/box-collaboration-guidelines

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