Box – Page 3 – IT Connect

Box Features Get Deprecated

In Box’s effort to improve the user experience, they sometimes remove functionality to make room for an even better product. Starting in September, a few Box features will be withdrawn.

Support for Flash Video Previews

Starting on September 5, 2016, Box will end support for previewing flash video files (.flv, .f4v and .swf file extensions) in the most current Box web experience. You will need to use an alternative to viewing flash video files, such as downloading them and using a desktop application. Here is the list of file types that Box preview supports.

End of Support for Internet Explorer (IE) Browser Versions 9 and 10

Box will be ending support for IE versions 9 and 10 on September 26, 2016. Compatibility mode for any of the unsupported browsers is also unsupported. Box only supports the two latest browser versions. As of January 12, 2016, Microsoft stopped supporting IE browsers 9 and 10 for the Windows OS – Windows 7, Windows 8 (64-bit only) and Windows 10. Microsoft supports IE 11 on Windows 7 and Windows 8 and Microsoft Edge on Windows 10.

Prior to the end of support date, Box will notify users on IE 9 and IE 10 browsers via an in-app banner that their browser will soon be unsupported. After the end of support date, the in-app banner will say that the browser is out of date and that the user needs to upgrade to a supported browser. Eventually, users who try to access Box on either of these unsupported browsers (including on the associated compatibility modes for these browsers) will be blocked entirely from using Box (via a blocking page) until they have upgraded to a supported browser.

For more information on Box@SMU, please visit smu.edu/box.

Locker.SMU Migration Update

Inside.SMU
The initial stage of migrating the documents from Locker Org space to the new Organization space on Box is complete. Over the next few days, several OIT staff will configure the various folders in Box and begin assigning permissions to mimic the structure on Locker as closely as possible. As permissions are granted to each folder, an automated notice is sent. Unfortunately, we are unable to suppress those automated notices! The next few days, you may receive several emails from Box indicating that you’ve been added to a collaborated folder. You can simply ignore these messages for now. When you sign in to your box account, you will begin seeing each of these folders in your home directory. In addition, the content that was previously stored on Locker will begin appearing in the appropriate Departmental folders. The process for creating the shared folders and moving the various files into those folders will take about one week.

Thank you for your patience during this migration.

For more details on Box, visit smu.edu/box.

If you have any problems or concerns, please contact the IT Help Desk at 214-768-HELP (4357).

Migration of Locker.SMU to Box

Earlier 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:

Utilize your individual Box space
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 Timeline Please 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 Timeline We 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:

Open the folder, select “Invite People.”
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:

Open the folder, select “Invite People.”
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.
Select their name and level of access.

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:

Workaround 1

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

Workaround 2

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!