Box is a powerful platform for managing, storing, and sharing your files securely. To keep your data safe, it's essential to follow these best practices for sharing files. This guide walks you through the steps to ensure your files are shared securely. If you prefer learning through videos, you can explore more about Box here: Box Training


How to Share Files and Folders Securely on Box 

Generating a Shared Link 

To share a file or folder securely: 

  1. Navigate to the file or folder in your Box account. 
  2. Click the "Share"  button next to the item. 
  3. Choose "Create Shared Link" to generate a link. 



  4. Adjust the link settings by clicking "Link Settings" to control who can access it. 
  5. Copy the link and share it only with the intended people. 

 

Setting Permissions 

 

When creating a shared link, choose the appropriate access level: 

 

  

  • People with the link: Anyone with the link can access the file or folder. 
  • People in your company: Only people within your organization can access the file or folder. 
  • Invited people only: Only specific people you invite can access the file or folder. 


When you create a shared link, you can select the actions that the shared link recipients can take. The actions you can choose include: 



Can edit: The people with access to the link can: 

  • Edit, annotate, and comment on the file, or the files in the shared folder, or the Box Note 
  • View and download the file, the files in the folder, or the Box Note 
  • Copy the file or folder to a destination in their Box account 


Can view and download: The people with access to the link: 

  • Can view and download the file, the files in the folder, or the Box Note
  • Can copy the file or folder to a destination in their Box account 
  • Cannot edit within Box


Can view only: The people with access to the link can only view the file, the files in the folder, or the Box note, within Box. 



Using Password Protection 

To add extra security to your shared links, you may elect to add a password. To do so:

  1. Click "Link Settings" when creating a shared link. 


  2. Check the box for "Require password" and set a strong password.


Important: You can only set a password if you've chosen "People with the link" in the permissions dropdown on the left. 

 

Setting Expiration Dates 

To limit how long someone can access your files: 

  1. Click "Link Settings" when creating a shared link.
     
     
  2. Check the box for "Link expiration" and choose the date when the link will expire. After that date, the link will no longer work. 


Collaborating in Box 


To collaborate with others on files or folders, you can invite them directly through Box and control their access. 


Working with Collaborators 

  1. Open the file or folder you wish to share in Box.

  2. Click the "Share" button next to the item.

     

  3. Select "Invite People" and enter the names or email addresses of the individuals you want to collaborate with.


  4. Assign the appropriate access level for each person (e.g., Viewer, Editor, etc.). 

    Permission levels: 

    • Editor: This role allows the collaborator to edit, upload, download, and delete files or folders. They have full control over the content except for transferring ownership.
    • Viewer: This role restricts the collaborator to viewing and downloading files or folders. They cannot make changes or upload new content. 



  5. Click "Send Invites" to complete the process. 


Viewing or Adjusting Collaborator Permissions

 To modify a collaborator's access level in a folder: 
  1. Open the appropriate folder.
  2. You will see a list of collaborators in the right-hand sidebar. 
  3. Click a collaborator's name to view all the collaborators in this folder. 
  4. Find the collaborator whose access level you would like to modify. You can search by name using the Filter Collaborators search box in the upper right. 
  5. Under the Permissions column, click the user's access level to modify it. Select the appropriate access level from the dropdown that appears. If the access level is greyed out, you may not have the necessary permissions to modify that user's access level.

 

To modify a collaborator's access level in a single file: 

  1. Locate the appropriate file.
  2. Click the Collaboration Icon  to the right of the file name. 
  3. Alternatively, you can open More Options > More Actions and select Manage Collaborators. 
  4. Find the collaborator whose access level you would like to modify. You can search by name using the Filter Collaborators search box in the upper right. 
  5. Under the Permissions column, click the user's access level to modify it. Select the appropriate access level from the dropdown that appears. If the access level is greyed out, you may not have the necessary permissions to modify that user's access level.  

    Note: Collaborators in single files can only be granted the Editor and Viewer access levels. 

Transferring Folder Ownership in Box 


As a folder owner in Box, you can transfer ownership to a collaborator by selecting "Owner" from the access level dropdown (this option is only available to folder owners). After the transfer, the new owner takes control, and your access changes to "Editor". The folder's contents will no longer count toward your storage. 

Permission levels: 

  • Owner: Full control over the folder and its contents. Can manage permissions, transfer ownership, delete files, and set all sharing options. Once ownership is transferred, the former owner’s access level changes to Editor. 
  • Co-owner: Holds nearly all the rights of the Owner, except for transferring ownership. Co-owners can invite collaborators, manage permissions, and delete or move content. 
  • Viewer Uploader: Can view, download, and upload files. However, they cannot edit or delete files or invite new collaborators. 
  • Previewer Uploader: Can preview and upload content but cannot download files or make any changes to existing content. 
  • Viewer: Can only view and download files but cannot make any changes, upload content, or invite collaborators. 
  • Previewer: Can preview files but cannot download, upload, or edit them. This is the most restricted access level for viewing only. 
  • Uploader: Can only upload files but cannot view or access any content in the folder. 

 

For private (yellow) folders, you must invite the collaborator before transferring ownership. It's best to handle large transfers at the end of the day to minimize disruptions. If issues arise, contact IT support for assistance. 

 

 

Additionally, if you move a folder into another folder owned by someone else, the ownership automatically transfers to that person. Ownership can only be transferred if the user is directly collaborated on the folder, not if they inherited access through a parent folder. 


Best Practices for Secure File Sharing 

 

Following best practices can further enhance the security of your shared files: 

 

  • Use Strong Passwords: Ensure that your Box account and shared links are protected with strong, unique passwords. 
  • Regularly Update Permissions: Review and update the permissions of your shared files and folders to ensure only authorized users have access. 
  • Be Cautious with Shared Links: Avoid sharing links publicly or with untrusted recipients. Use password protection and expiration dates whenever possible. 
  • Monitor Activity: Regularly monitor the activity of your shared files and folders to detect any unauthorized access or suspicious behavior. 


Conclusion  

By following these steps and best practices, you can ensure that your files are shared securely in Box. Remember to regularly review your security settings and stay informed about the latest features and updates to maintain a high level of protection for your data. Secure file sharing is essential for safeguarding sensitive information and maintaining the trust of your collaborators and clients.