Files & Folders
You will initially find three default folders in the top level of your Box account. Getting Started with Box contains instructional materials and may not be modified. External Files may be shared with people outside the Stanford Medicine community but may not contain PHI or PII. Files may contain PHI and PII and may be shared exclusively within Stanford Medicine. To maintain clear separation between these spaces, new items may be placed within these folders but not at the top level.
Creating a New Folder
The folder: It’s your Box account’s basic building block, where you’ll group similar files together. Follow the steps below to create a new folder:
- If your folder will be shared with collaborators outside Stanford Medicine, go into your External Files folder and click the New icon and select New Folder:
- In the pop-up window that appears, enter the folder name.
If the folder will not be shared outside Stanford Medicine, create a folder the same way inside your Files folder.
Note: Files with PHI are not allowed in the External Files folder and should not be shared with external parties.
- Need folders inside the first folder? To create subfolders, just click the top-level folder to open it, and repeat the steps above.
To create a folder where you’ll work with others, see Inviting Collaborators section below.
It’s a breeze to share files using Box, but first – naturally – you’ll need files in your account! You have two choices: Use Upload Files when you only have a few files to get to the cloud, and Upload Folders when the job’s a bit bigger.
- Navigate to the folder where you want to send your files
- Click the Upload button and then choose Upload Files:
- A pop-up window will appear, allowing you to select the specific file(s) you want to upload from your computer
- Select the specific file(s) and click the Open button
Note: You can also upload files and folders by dragging and dropping those files and folders into the location you want them to be stored for sharing and collaboration.
If you’re looking for a certain file – or even a certain word or phrase within a file – jump right to it with the Search tool. Just pop your query into the search bar at the top of your page:
Box will search the title of your files and folders as well as the body of your documents. Simply apply filters to narrow your search results. You can sort by folder, file type, date, content type, and owner.
Jump to Folder
If you want to get to a folder quickly, use the Jump to Folder tool. Simply click the dropdown menu in the upper left corner to access your entire folder structure. You can explore it as you see fit, click on the folder you want and be taken directly there.
On this page, you’ll see what files and folder have been recently updated in your Box account. You can click right into the file or simply view the history – including comments, tasks, versioning and more. To view recent updates click the Globe icon in the blue menu bar.
Additionally, you can filter the results by the type of update made. To sort by action type, hover over All and select the filter you’d like to apply:
You’ve seen how Box makes it easy to share your content with anyone, but you may be wondering what happens when two or more of those folks try to edit a file at the same time. Don’t fret: We’ve developed one tool – file locking – to prevent this from happening, and another – version control – to correct it if it does.
When you need to make changes to a file and want to prevent other users from getting to it while you work:
- Mouse over the file and click the drop-down arrow to the right of the file name
- Click Lock File
- A pop-up window will appear in which you can check boxes to prevent other users from downloading the file while it is locked and/or set an expiration time for the lock. Click Continue, and the file will be locked
- All done? Save the file in the program you used to edit it – and be sure to use the same file name
- To get the updated file back in Box, mouse over the locked file and click the drop-down arrow to the right of the file name, then click Unlock File
- To upload your new version, click the drop-down arrow next to the folder and choose Upload New Version. A pop-up window will appear, allowing you to select the edited version. Click Select file, grab the file from your computer, then click Upload to upload and unlock the file.
Once you’ve completed the upload, you’ll see a Version icon next to the file name:
This icon shows you how many previous versions of the file are saved. If you click the icon, you’ll see the older versions, can download them or make an older version the most current one:
When you delete an older version of this file, the deleted version is retained as determined by the trash policy for your account. You cannot restore a deleted version after the trash policy's expiration date.
It’s your very own time machine to ensure that you never lose your work!
As a folder owner, you have a suite of sophisticated settings available to you – these properties control how your collaborators view and manage the files in your folder. To access these properties:
- Mouse over the desired folder and click the drop-down arrow. Mouse over Properties.
- A pop-up window will appear in which you can adjust the folder settings for shared links, user privileges, commenting and more
This cross-platform productivity booster lets you keep files from your Box accounts in sync with your computer desktops… automatically!
And any files you drag into this folder will be synced with your Box account. On Box.com, a blue symbol will be displayed next to all synced folders.
You can also select your Box folders to appear in Box Sync for work while you are offline. To do so, click the drop-down menu next to the folder and choose Sync Folder to Computer. Note, you can only sync folders where you have Editor access or above.
Collaboration in Box works at the folder level – you’ll invite contacts to join one or more of your folders as collaborators and define the access permissions you see fit. Their access will be limited to the folder(s) you specify. Neither PHI nor PII may be shared outside Stanford Medicine. External shares are only permitted within your External Files folder, and the digital fingerprinting service Code Green routinely scans for and removes misplaced PHI and PII from this area.
Here’s how to start:
- Mouse over the folder you’d like to share and click the drop-down arrow to the right of its name, select Share and thenInvite Collaborators. Or, in the folder that you’d like to share, find and click on Invite Collaborators.
- A pop-up will appear where you will enter the email addresses of the contacts you’re inviting to the folder. You’ll also need to assign the invitees an access type; here’s a list showing what they all mean:
- Co-owner: Users will have the same permissions as the owner of the folder
- Editor: Users can upload, download, preview, edit, delete and share files within the folder
- Viewer Uploader: Users can upload, download and preview files within the folder
- Previewer Uploader: Users can upload and preview files within the folder
- Viewer: Users can download and preview files within the folder
- Previewer: Users can only preview files within the folder
- Uploader: Users can only upload files into this folder
- Select the access type they need, then click Invite: An invitation with instructions for joining your folder (or for creating a Box account, if they’re not already with us) will be sent.
Note: Collaborators have the same access type throughout a particular folder structure. For example, an editor in a top-level folder will be an editor in all the subfolders, too.
There may come a time when you’d like to quickly share files with others who may not have Box accounts, and who don’t need to be collaborators in your folders.
Enter Shared Links. These are URLs that will take any recipient right to the folder or file they need, without giving access to any other part of your account. Difference is – unlike collaboration – contacts with a shared link get read-only and download access and won’t be able to make changes to your files. You can disable Download for share links if you choose.
Here’s how to generate one:
- Mouse over the desired folder or file and click Share
- In the space that appears below the item, you’ll see a URL next to Link to this folder – this is the unique share link for that folder or file. To share, copy and paste the secure link into an email or IM client, or whatever communication channel you choose.
- For added security, access the advanced settings by clicking the Gears icon.
- To require that recipients enter a password to use the shared link, click Require Password, enter your desired password and click the check icon.
- To set a timeout date so that the link will not be accessible, click Set Link Expiration, select an expiration date in the date field, then click the check icon:
- Until now, we’ve been working with an open shared link, or Anyone with the link… but you’ll notice that’s not the only option available to you in the Access menu. Want to beef up your link’s security? If so, consider:
- People in your company: The shared link will only be viewable by Box users with an email address in Stanford Medicine.
- People in this folder: Only people who are collaborating with you on the file or folder will be able to open the link
Adding Comments to a File
Comments provide a powerful way to drive discussion around content in your Box account. Use comments to request feedback from others, make notes to yourself, notify others of updates to a file, and a variety of other social interactions.
- Mouse over the desired file and click on the comments icon.
- Type in your comment.
- Click Add Comment.
Creating Tasks for a Collaborator
Here’s another way you can use Box to tame the email beast and get your inbox under control: assigning tasks. Example: Instead of shooting your coworker an email asking for quick feedback on a file, consider creating a task for them to keep the whole process right in one centralized location.
To get going:
- Mouse over the desired file and click on the comments icon.
- Click Assign Task.
- A text box will appear where you can enter a description and/or additional instruction.
- Assign the task to a specific person using the directory. Alternately, you can use the @[username] shorthand in step 4.
- Set a Due Date.
- Click Add when you’re finished and a notification email will be sent to the assignee where it will go to their pending tasks.
User Email Notifications
To keep you apprised of current events in your account, Box has an email notification system that lets you know when your collaborators access or edit your files. It’s up to you what actions you’ll be notified about, so here’s how to make your choices:
- Click the Gear icon in the right corner of the blue header bar at the top of the page, then select Account Settings from the dropdown menu
- Next, switch to the Notifications tab: From here, you can adjust the default email notification settings for your account. Once you’re finished, click Save:
Note: Your default email notification settings can also be overridden at the folder level. Settings in the section pictured above apply by default to your entire account, but you can give certain folders a bit more granularity by setting notifications at that level. To do so, right-click the name of the folder in question, mouse over Folder Properties, then click Email Options.