Box – Page 4 – IT Connect

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!

Moving Files within Box

Box@SMU Tips & Tricks
So you have a folder full of files in Box, and need to move them to another location.
Here’s how to do it in 3 easy steps.

Open the folder in the Web UI, and click the box to select all content in upper right
Click the Move icon in upper left
Browse to preferred location in Box and click Move.

Box Departmental Storage Coming

Beginning 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 folder To 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!

Box.SMU is Now Available

The holidays may be over, but we have one more “Box” for you to open.

We are proud to announce the availability of Box.SMU. Box is a cloud-based storage and collaboration service for SMU faculty, staff and students. Files can be securely stored and easily accessed within Box from most devices. Share large files securely with anyone – even if they are not SMU employees or students. View and comment on any kind of document, and connect with coworkers – no matter what device they use

Benefits of Box

Access files wherever you have an internet connection
View and sync files from most devices
Store your files securely with 256-bit multi-layered encryption
Unlimited storage quota
Upload files with a maximum size limit of 5 GB per file
Full text search within documents
Collaborate on documents with colleagues both inside and outside the University

Getting started

Go to box.smu.edu to log in. All active SMU faculty, staff, and students have access to Box.
Click the “Box Login” button to access Box. At the welcome screen, click the “CONTINUE” button to log in using Single Sign-On.
- If you are currently logged into another system using Single Sign-On, you will be directed to your online storage space in Box.
- If you are not logged in to a system using Single Sign-On, login with your SMU ID and your SMU Password. You will then be directed to your online storage space in Box.
Enjoy your new storage space.

Access Your Content

You can upload content easily to Box using your web browser. Share your content with your colleagues or outside of your company using Box‘s two ways of sharing. You can even access your files with your mobile device with the Box app.

Departmental Storage

While Box is an enterprise storage solution for SMU and is the intended replacement for Locker.SMU, we do not recommend migrating department files to the service at this time. Box is launching as an individual online storage space for faculty, staff, and students. Later this spring, we will provide Box storage for departments. Files commonly stored on the network drives, Locker.SMU, or Inside.SMU for departmental sharing and documents related to HIPAA and PII should remain on those services until the announcement of Box for departmental use.

Please contact IT Help Desk at 21-768-HELP if you have any questions or issues, or visit the Box service page at www.smu.edu/OIT/Services/Box.

Migrating Your Personal Box Account into an Enterprise Account

Current Box users authenticating with their SMU.edu email account will be converted to a managed Box account under Southern Methodist University on January 11, 2016.

The change to an Enterprise account under SMU will not cause any data loss to your files, alter your permission settings, or affect the folder structure of your content. However, it will give you access to several important features that are not available to personal Box account users:

Upload file size limit increased from 250MB to 5GB
Larger storage quota
Password protected sharing
Faster uploads
Detailed version history

If you would like to join SMU’s Box account as a managed user and merge your personal data, take no action.

If you currently have any content within your Box account that you would like to remove or transfer to a personal Box account, please do so by January 11, 2016.

Options to remove or transfer to a personal Box account:

Change your current Box primary email address from the SMU.edu email address to a personal address. SMU domain email address will no longer be available for use with personal Box accounts. Instructions can be found at support.box.com/entries/20359433
Open a new personal Box account with a personal email address and invite this personal account into your SMU.edu account folders that you’d like to migrate. Promote your personal Box account to be the folder owner and remove your SMU.edu as a collaborator from the folder(s)
Use a third party service such as Mover, available at mybackupbox.com, to transfer content from Box account to another

Please contact IT Help Desk at 21-768-HELP if you have any questions or issues, or visit the Box Project Page at smu.edu/oit/projects/box.