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7/29/2019 BP UserGuide Admin

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Box®

Admin Console Guide

Welcome to Box – we’re glad you’re here!

In this guide, you’ll learn all there is to know about the Admin Console, your handy tool for adding users, building

groups, customizing security settings and more.

So have a look … and don’t forget we’re always here to help.

Contents

Logging in to Your Box Account .................................................................................................................................................. 2

Overview Tab ............................................................................................................................................................................... 2

Users Tab .................................................................................................................................................................................... 3

Adding Users ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ...... ....... ....... ....... ....... ....... ....... ....... . 3

Bulk Adding Users ....................................................................................................................................................................... 4

Editing Users ............................................................................................................................................................................... 4

Bulk Editing Users ....................................................................................................................................................................... 5

Instant Login to a User’s Account ................................................................................................................................................ 5

Managed Users vs. External Users .............................................................................................................................................. 6

Groups Tab .................................................................................................................................................................................. 6

Adding a Group ....... ....... ....... ....... ....... ....... ....... ...... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... .... 6

Editing a Group ........................................................................................................................................................................... 7

Reports Tab ................................................................................................................................................................................. 8

Enterprise Settings ...................................................................................................................................................................... 8

Company and Branding ............................................................................................................................................................... 8

Security ....................................................................................................................................................................................... 9

Content and Sharing ................................................................................................................................................................. 11

User Settings............................................................................................................................................................................. 13

Apps Settings ...... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ....... ...... ....... ....... ....... ....... ....... ....... ...... 14

Mobile Access .......................................................................................................................................................................... 14




Logging in to Your Box Account

First things first – here’s how to log in:

1. Go to http://www.box.com/login

2. Enter your email/username at the right of the page

3. Enter your password

4. Click Log In

(Forgot your password? No worries: Just click the Forgot Password link.)

Overview Tab

Once you’re logged in, you’ll see a gray header bar at the top of your page with two buttons: Admin Console and My

Account. You can use these to switch between your files/folders ( My Account ) and the account management tools

covered in this guide ( Admin Console ).

After cl icking Admin Console, you’ll be taken to the Overview tab, where you’ll see charts and graphs that offer aquick snapshot of recent user activity and storage stats.




Users & Groups Tab

The Users & Groups tab is where you’ll add or remove users and manage their settings and access. Here’s how to get started

building your Box team:

Adding Users

Click the + Users button. A new section will appear where you can enter the user’s name and email address, allocate their

storage space and set their default language.

Two points to note:

1. Checking the Unlimited box allows the user to share your account’s total available storage space

2. Only folders the user owns count toward their storage limit. If you set the limit to 0 GB, they’ll still be able to upload to other users’

folders – but won’t be able to create folders of their own.

Under the Access Permissions section, you can add the new user to your existing groups or collaborative folders. Just click

the appropriate drop-down link in the Access Level column, then choose the level of access they’ll need:

Once you’re done, click Add User to send off an invitation – once the contact accepts it, they’ll be a managed user in your

account.




Bulk Adding Users

If you need to add a large number of folks to your account, we’ve got just the tool for you: Bulk Add. Here’s how to use it:

1. In the Users & Groups view, click the Bulk Add button

2. A new section will appear below the Managed Users tab where you can enter the new users’ names, email addresses, group

memberships and storage allocations. Click Okay when you’re done.

3. Alternatively, you can download a CSV template to your desktop and enter the information in spreadsheet form in a program like

Microsoft Excel. To use this method, click Download Formatted CSV Template, then Upload CSV File after you’ve finished editing

the file on your computer.

Editing Users

Down the road, you may need to adjust settings for one or more of your users. To do this for an individual:

1. Click the Users & Groups button in the blue header bar

2. Click on the name of the user you’d like to edit

After the new page loads, you can change your original choices, plus set a user’s status.




Some Box admins use the Inactive option to place an employee on legal hold: When applied, the user will be unable to access

their account (but please note that inactive users still count toward your contracted number of seats).

If you need a hand administering your account, you can also use this page to make the user a co-admin – they’ll be granted the

same privileges as you (though not to worry – co-admins aren’t able to delete your account or access billing information). Just

check Co-Admin in the Edit User Access Permissions section.

Finally, to completely remove a user from your account, look to the Edit User Account Details section and click the Delete

This User link.

And – as always – be sure to click Save at the bottom of the screen when you’re done.

Bulk Editing Users

Here’s how to adjust the same user settings, in bulk:

1. After clicking Users & Groups in the blue header bar, choose Bulk Edit

2. Click Download Current CSV File button to bring the file down to your desktop

3. Make the necessary edits in Microsoft Excel (or another spreadsheet editor), save the file, then use the Upload Updated CSV File

button to add the updated one:

Instant Login to a User’s Account

If you’re an Enterprise admin, you can log in to any of your users’ accounts from the Users page. To do so:

1. On the Users & Groups page, right-click the name of the account you need to access, then click Log in to this Account




2. A third tab (with the user’s name) will appear in the gray header bar at the top of the page:

3. Make any needed changes to the account, then click the X in the tab in the gray header bar to close it

Managed Users vs. External Users

Before we move on to the Groups menu, a quick word about managed and external users:

• Managedusersarefull-fledgedmembersofyourBoxaccount.OnEnterpriseaccounts,you’llbeabletoinstantlylog

in, edit their settings and add them to groups.

• Externalusershavetheir ownBoxaccounts,separatefromyours.Theseusersarecollaboratinginoneormore

folders in your account. You cannot instantly log in to their accounts, edit settings or add them to a group; however,

you can control their access to your content.

Groups Tab

Within the Groups tab you can conveniently manage folder membership for sets of users, like departments or project teams.

(Note: This feature is available only to Enterprise admins.)

Adding a Group

1. Click the Users & Groups button in the blue header bar and select the Groups tab

2. Select Add New Group

3. In the New Group Details section, enter the group name you’d like

4. In the Access Level column, select the type of access to each folder the group should have. If the group shouldn’t be able to

access a folder, leave the access level as None

5. Last – but not least – assign the appropriate users to the group: Just start typing their email addresses, and we’ll fill in the rest

6. When you’ve finished, click Create Group




Editing a Group

To make changes to a preexisting group:

1. Click the Users & Groups tab in the blue header bar and select the Groups tab

2. Right-click the group that needs editing, then choose Edit Group

A new section wi ll appear, where you can make changes to the group’s folders and members; this page is very simi lar to the Add

New Group phase. Have a look:

3. Here you can edit the access levels of your group members. If you’d like, you may designate a Group Admin to manage the

folders and members of the group.

4. Finally, click Save when you’re done, and you’re good to go!




Reports Tab

All Box business accounts are equipped with powerful – yet simple – reporting functionality. The Reports tab is where you’ ll run

a variety of account-wide reports: usage logs, file/user statistics and security audits. Here’s how:

1. Click the Reports tab in the blue header bar

2. Switch to the tab for to the type of report you need, enter the necessary date range, then click Run Report

3. Your report will appear below the date range fields. Need more detailed, focused data? Just click on any blue-highlighted result to

sort by that value.

4. If you prefer your report in spreadsheet form, press Export Reports (also shown above), and it’ll go straight to a Box Reports

folder in your account

Enterprise Settings

The Enterprise Settings menu is your one-stop shop for editing your account’s global settings. Any rules set here apply to

each of your users, so choose wisely.

Company and Branding

To help make your account feel a little bit more like home, we’ve built some tools you can use to customize it – they’re available

in the Enterprise Settings section, on the Company and Branding tab.




Here, you can change your company name, add a logo that’ll be shown at the top of each page, or choose a custom URL for

your account.

And if you’re an Enterprise admin, check Enable Custom Branding to launch the Colors section, where you can tinker with

them to your heart’s content.

Security

Businesses around the world trust Box with their most sensitive data, and for good reason: In addition to our robust back-end

security, we offer admins a host of options for controlling how users sign up for and log in to Box.

Here’s how to access them:

1. Click the Enterprise Settings button in the blue menu bar

2. Click the Security tab




From this page, you can easily manage signup/login and password restrictions. You can also manage application access points

across different devices in the Application Management section.

Once finished, be sure to click Save at the bottom of the page.




Content and Sharing

You can also use the Enterprise Settings page to apply defaults that’ll affect shared links throughout your account. To access

these options, switch to the Content and Sharing tab.

Here, you can tighten things up to disallow shared links entirely, restrict who can view them, or set initial defaults that your

users can adjust later on at the folder level.

In the Default New Links to section, you’ve got a few choices; here’s what they mean:

• Open: This option allows any link recipient to view the file or folder. Don’t forget you can add passwords and link

expiration dates when you generate these.

• @[Your Company]: Only users with your company domain can open shared links in your account. These can also

have passwords and expiration dates.

• Collaborators Only: As the name suggests, only people collaborating with you in the folder that holds the file will be

able to open its shared link. It’s a handy way to point collaborators right to the content they need.

In the Let Link Viewers drop-down, you can disallow shared link downloads altogether.




From this page, you’ll also be able to specify which access permissions your users will be able to assign to collaborators: just

check or un-check the boxes next to each role in the Collaborating on Content section.

Finally, if it makes sense for your organization, you can restrict content creation to allow only admins to create first-level

folders, files, discussions and bookmarks; just check the box next to Only Admins Can Create First-Level Folders, Files,

Discussions and Bookmarks.

Everything look good? When you’re done, just click the Save button at the bottom of the page.

Notifications

Here’s where you’ll set account-wide options for email and real-time notifications. Real-time notifications pop right up within

the Box website when your collaborators take action. Plus, each real-time notification contains a link that’ll take you right to

the item in question.




To manage:


2. Click the Notifications tab

Tip: We recommend that you enable Silent Mode while you’re setting up your account; chances are most of your users won’t

need to read about your admin activity.

Finally, be sure to save your choices at the bottom of the screen.

User Settings

From this tab, you can manage a few account-wide settings. They’ll apply as defaults for your users, but can be adjusted

individually at the sub-account level later on. To access the tab:


2. Click User Settings




Apps Settings


2. Click Apps . From this tab, you can manage your users’ access to third- party applications.

3. Finished? Click the Save button at the top or bottom of the page, and you’re all set:

Mobile & Sync


2. Click the Mobile & Sync tab. From this page, you can enable additional mobile security features including restricting the ability to

download content onto a device and requiring an additional passcode to access content while on-the-go.

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