This document describes the default shared link security settings on UW-Madison Box accounts and how these can be modified for individual files and folders.
Box shared links are used to provide quick view and/or download access to files and folders, and can also be used to grant access to files for users who do not have their own Box accounts. Choosing the correct security settings for shared links is important for ensuring that your files can only be accessed by the correct people.
By default, shared link security is more restrictive for Project Directories than folders in your personal account.
By default, shared links for files and folders in your personal user account are accessible to anyone who possesses the link, which means that users will not be required to login in order to view the item.
If you would like to further restrict access to the item to UW-Madison affiliates or specific individuals, you will need to change this setting. For more information about modifying link settings, please see: Configuring Individual Shared Link Settings
By default, shared links for files and folders in Project Directory accounts are only accessible to users who have already been added as collaborators to the relevant folder. Furthermore, any other type of shared link is initially restricted.
If you would like to grant access to Project Directory folders or their contents without adding collaborators, you will first need to change these settings on the root folder. For more information about modifying folder settings, please see: Understanding Box Folder Settings
For additional information about Project Directories, please see: UW-Madison Box - Project Directories
Modifying Shared Link Security
All Box folders have blanket security settings that can be modified by the Owner or Co-Owner(s) of the folder. If you are working in a Project Directory and wish to distribute shared links to non-collaborators, or if you are working in your personal account and wish to restrict shared links to collaborators, you will need to change this setting first.
Click on the More menu icon (represented by three dots) to the right of the folder you are working with, then select Settings.
On the "Settings" page, go to the Shared Link Access section (found under "Collaboration"). Then, check or uncheck Only collaborators can access this folder via shared links as desired. You may also keep this setting partially enabled by using the dropdown menu to select either Folders only or Files only.
To change the basic access for an individual shared link:
Click the Share button for the item you would like to send a link for.
A smaller window will open. Click the Create Shared Link switch under "Share Link".
Click on People with the link. A menu will open. If you have never changed the default setting, this menu will be labeled "People with the link" (folders owned by personal accounts) or "People in this folder" (folders owned by Project Directories).
To disable shared links for the item, click the Shared link is created switch so that it switches off. .
- Note: If you are working in a Project Directory and the folder setting described above has not been changed, turning off the shared link will be the only other option available to you.
To make the item accessible only to users who are listed as collaborators in the folder, select People in this folder.
To make the item accessible to UW-Madison affiliates with a NetID who possess the link, select People in your company.
To make the item accessible to users outside of the university, select People with the link.