ECMS - Use UW Box Project Directory and Office 365 Service Account to Share Files with the Imaging Service
Using UW Box with the Imaging Service requires both a UW Box project directory and an Office 365 service account. This document explains how to request an Office 365 Service Account, and how to request and use a UW Box Project Directory as a file repository so that the Imaging Service at UW-Madison, Division of Information Technology (DoIT) can retrieve your files automatically. After the UW Box Project Directory is created, you then submit a New Work Request Form for the Imaging Service to set up the file sharing process.
Request an Office 365 Service Account
If your department does not already have an Office 365 service account that is used for shared roles or service/programmatic access, we recommend that you submit a request to obtain one so that it can be used with a UW Box Project Directory and the Imaging Service. An Office 365 service account has access to UW Box, and UW Box sharing rights can be granted to an Office 365 service account. When UW Box sharing rights are given to the Office 365 service account, you maintain a way to collectively "own" the content without assigning it to any single individual. This account may be used on your end to automate any routine file transfer actions. Additionally, individual staff may be granted access rights based on their role using their NetID. (Refer to the screenshot below for an example of an Office 365 Service Account).
For more information on how to request an Office 365 Service Account, refer to KnowledgeBase document 43476, Request a Service Account.
Request New Project Directory with UW-Madison Box
One way to share files from your Division or Department with the Imaging Service is to use a UW Box Project Directory as a file repository so that the Imaging Service can retrieve your files automatically. First, you will need to submit an online New Project Directory Request with UW-Madison Box, if you do not already have one. NOTE: you should specify two staff to be Co-owners of the Box Project Folder along with the Office 365 service account.
If your documents will contain sensitive or restricted data or ePHI, be sure to mark the research check box. This will apply additional access and security controls to the project folder required by various regulations.
When setup is finished by the UW-Madison Box Team, your new project directory contains a set of UW-Madison Box folders. You access them by logging into UW-Madison Box with your UW-Madison Login. Once logged in, the folder created for the Box Project will be visible in the folder list.
Your new Project Directory should have three Co-Owners assigned to it (the two specified when the Box Project was requested along with your group's Service Account). These Co-Owners can give sharing privileges to the Office 365 Service Account from above. (See screenshot example below for UW-Madison Box Project Collaborators).
Request New Work from Imaging Service
After your UW Box new Project Directory is created and Collaborators established, and you have an Office 365 service account, you can submit a New Work Request Form for the Imaging Service to set up the automatic file sharing process.