EPD - eHelp - Technologies - UW-Madison Box

One of the two primary options for document and file collaboration, management, and sharing available at UW-Madison is the UW enterprise instance of Box.com. The other option is UW Google Apps (Google Docs and Google Sites).

UW-Madison Box Document Collaboration and Management 


Document Management

Upload, organize, and access files from anywhere with Internet connection. Upload files via drag and drop or selecting Upload > Files or Folders. Upload directly into a previously created folder by going to that folder. 

Chrome is the easiest web browser to use for bulk uploads. 

box upload files and folders



File Sharing & Collaboration

Once the files are uploaded, they can be shared with others.

There are two Key Collaboration Methods:Invite Collaborators and Get Shared Link

box share two methods

1. Invited Collaboration
Collaboration invites are a great way to share content for long term projects. Using the individual's name or wisc.edu email address, the access level of each collaborator can be determined (from preview only to co-owner). Collaborators can be invited at the folder level. If a collaborator is an Editor in a top-level folder, they will be an Editor of the folders inside, too. 

To invite collaborators, identify the desired folder, click on the Share button > Invite Collaborators.  Enter the first and last name or the UW email address of the invitee. Non-UW individuals can be added as collaborators. 

Invited collaborators
 must have or create a Box account. 

box invite collaborators

2. Share Link
Share links are ideal for quick and easy sharing. Contacts with a shared link get access to the folders or individual documents via a weblink. Unlike collaboration, individuals accessing the content through a shared link get "read-only" access and will not be able to make changes to the files. They will be able to download them. Consider setting an auto-expiration for the shared link, a password, or disallow link recipients to download the file for added security. To share a link, select the desired file or folder and click Share or the hyperlink icon. Copy and paste the displayed link to the email or calendar event. The default audience is "People in your company" which means users would need to login. To allow anyone with the link to access, click on the down arrow next to the phrase and make needed changes. Click on the gear to adjust additional link access settings. 


box share link


Notifications

When sharing folders with others, it is helpful to have visibility of the changes that take place in those folders via notifications. 

Account-level notifications can be managed by going to the Account Menu > Account Settings. Select the Sharing tab and check/uncheck Email Notifications based on your personal preference. 

box account settings
Folder-level notifications can be set by going to the individual folder, either Right Clicking or selecting the Down Arrow (More Options) Menu > Folder Properties > Email Options.


box folder settings


Box Edit

Box Edit is an add-on feature, which users can install, that allows them to edit files directly from UW-Madison Box without having to manually download and upload the file. The add-on is designed for many file types, browsers, and platforms, and Box Edit uses the default application installed on the computer to edit or create simple and centralized content. For example, .DOC and .DOCX files open in Microsoft Word, and .PPT and .PPTX files open in Microsoft PowerPoint, images open in Photoshop (if installed), CAD files open in AutoCAD, and so forth.







Keywords:EPD eHelp Technology   Doc ID:45368
Owner:Leah N.Group:Engineering Professional Development - Department Resources
Created:2014-12-02 11:18 CSTUpdated:2017-08-21 15:29 CST
Sites:College of Engineering - Online Learning Resources, Engineering Professional Development - Department Resources
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