Migration of Locker.SMU to Box

BoxEarlier this year, Box@SMU was implemented as the new file storage and sharing application for SMU. Box@SMU is the replacement solution for Locker.SMU, which will be decommissioned later this summer.

On April 11, OIT will modify the permissions on Locker.SMU (both user and Org Space) to read-only access. This modification will ensure no new data was stored on Locker.SMU while we transfer the content to Box@SMU. Individuals and departments will still be able to access any content currently stored in the application. However, no new files or changes to existing files will be available.

During this transition time, you are encouraged to do one of the following if you need to share new content or modify existing content:

  • Utilize your individual Box space (available at smu.edu/box)
  • A folder within your department’s Box space to use for your organizational files may be requested in advance. A Box@SMU request form can be found at help.smu.edu to facilitate this request.

For more information on the transition, please see “Moving from Locker.SMU to Box” at blog.smu.edu/itconnect/2016/04/01/moving-locker-smu-box/

If you have any questions about Box@SMU, feel free to
contact the IT Help Desk at 214-768-HELP (4357).

Moving from Locker.SMU to Box

Earlier this year, Box was implemented as the new file storage and sharing application for SMU.  It is the replacement solution for Locker which is scheduled to be decommissioned later this summer.  Locker.SMU currently supports three main environments:  bstore (Bulk storage), Org Space (Organizational Data) and Users.  Each of these environments has unique requirements and, therefore, the migration steps are slightly different.  At this time, the migration of the data stored in bstore is complete.

Box Storage Structure and Permissions

Box handles permissions differently from Locker which eliminates the possibility of easily reproducing the current data structure in the new Box environment.  File permissions are granted at a folder level, which means any files contained within that folder inherit the same permissions.  Locker allowed for individual files within a folder to have unique permissions assigned.  As we move to Box, files containing unique permissions will have to be contained within their own folder.

To assist with the transition to this new permission structure, OIT will offer training focused only on sharing files in Box.  Additional information and links to other training videos are posted on the Box Service page.

Locker changes to Read-Only mode

On April 11, OIT will modify the permissions on Locker (both user and Org Space) to allow read-only access.  Individuals and departments will still be able to access any content currently stored in the application.  However, no new files or changes to existing files will be available.

During this transition time, you are encouraged to do one of the following if you need to share new content or modify existing content:

  1. Utilize your individual Box space
  2. Request a folder within the Departmental Box space for your organizational files. A form is available on help.smu.edu to facilitate this request.

 

Migrating Files for Organizational Spaces

The migration of organization data will be a little more difficult due to the number of files and unique permissions.   Main directories have been created in Box for group storage similar to the structure that exists in locker today.  Where possible, a data manager has been identified for each area.  Beginning April 11, the files in OrgSpace will be copied from Locker and placed in the main directory for each area.  Only the data manager will have access to the files in the main directory.  A report will be provided to each data manager which outlines the permissions assigned to each file as it currently is configured within Locker.  The data manager will then create the appropriate folders and assign the permissions to either the departmental groups or individuals as needed.  This process may take a few days to complete.  During that transition, individuals can contact their designated data manager to have a file moved or a new collaborative folder created if needed.  These requests should be made using the appropriate form on help.smu.edu as it will automatically route to the correct data owner for a quick resolution.

Locker to Box TimelinePlease note, files will be organized and permissions assigned at the folder levels.  If files contained within a folder had unique permissions, these may be lost during the migration process.  If you know of any sensitive files that might be adversely impacted, please consider moving those to a separate folder now to ensure the permissions remain the way you intended.

Migrating Files for Individuals (User space)

Once Locker is in read-only mode, a process will be initiated to copy all files from the locker user folder and deposit them in the Box folder for that individual.  All files will remain in their various folders but individual file permissions will be removed.  Individuals can then login to their Box account and setup collaboration folders and permissions as needed.  Any file that was previously shared with either read or read/write permissions will have to be addressed and communicated with the appropriate recipient.  The data migration for user files is scheduled to occur the week of April 25.

Locker to Box TimelineWe anticipate the migration process requiring approximately 3 weeks to complete.  We know that there will be some inconveniences during the transition time as files are moved and permissions reassigned.  We will do everything we can to move quickly and respond to all requests.  We look forward to completing this migration and decommissioning the Locker service shortly thereafter.

If you have any questions, feel free to contact the IT Help Desk at 214-768-4357.

Adding a Collaborator in Box

Box@SMU Tips & Tricks
Box@SMU provides the ability to invite other users or collaborators to share and edit content in your Box account. There are some parameters to be observed in the early deployment stages at SMU.

Inviting a collaborator

To invite a collaborator who does not have an SMU account:

  1. Open the folder, select “Invite People.”Box Invite People
  2. Enter the user’s email address and level of access. If the user does not have a Box account, they will receive an invitation to create a free account.

To invite a collaborator at SMU:

  1. Open the folder, select “Invite People.”Box Invite People
  2. Enter the user’s last name. If the user’s full name and email appear in the drop down list below, they have already logged in to Box.Box Invite People
  3. Select their name and level of access.Box Roles
Please note: If an SMU user’s name does not appear after typing in the last name, they have likely not logged in to Box and you must enter them manually. It is very important to use your @smu.edu address (alias@smu.edu). Any other SMU email domain (@mail.smu.edu, @cox, @lyle etc.) will not work!

Receiving an invitation

If you receive an invitation to collaborate from an outside user and do not see the folder after you accept the invitation, it’s likely that they invited you using your older address (@mail.smu.edu, @cox, etc.) and not your default SMU address (@smu.edu). For the time being, please use one of these two workarounds:

If you receive an invitation to collaborate from an outside user and do not see the folder after you accept the invitation, it’s likely that they invited you using your older address (@mail.smu.edu, @cox, etc.) and not your default SMU address (@smu.edu). For the time being, please use one of these two workarounds:

Workaround 1

  1. Login to Box
  2. Click your name in upper right
  3. Click Account Settings.
  4. Under Login and Email Addresses, click Add More Emails.
  5. Enter your Send-As address and click Save.
  6. You will receive an email asking to confirm the new address. Confirm the address by click the link in the email.

Workaround 2

  1. Ask the folder owner to send a new invite using your @smu.edu address.

We plan to resolve this issue in the near future. If you encounter any problems accessing resources in Box, please contact the OIT Help Desk and we will be glad to help!

Box Departmental Storage Coming

BoxBeginning February 15, we will be accepting requests for departmental storage using Box. With Box, departments will have unlimited storage on the cloud system to collaborate and share files. These departmental folders will show up in your Box space and will be designated by a blue folder icon.

Box.com Collaborated folderTo request a departmental folder in Box, please contact the OIT Help Desk at help@smu.edu. We will need to know your department or school, the preferred name for your folder, and those individuals who will require access. It’s important to note that Box uses “waterfall” permissions; this means that users can be added to subfolders without impacting the top-level permissions, but permissions granted at the top level cannot be revoked from subfolders! Please keep this in mind when requesting a resource, and add only the minimum required users to your top-level folder. You can always add additional users to your subfolders later.

For additional information on managing folders in Box, please see Folder And Subfolder Permissions.

OIT will soon provide guidance on migration of data from Locker.SMU and BStore.SMU to Box. Stay tuned!