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Adding Managed Users

User Management , Instructions , Article , Product Utilization , Established , Instruction

A "managed user" is a Box account that you directly control through your Admin Console. As an admin, you can add managed users; edit, delete, and enforce their security settings; and run activity reports on these users. Any files these users upload into folders they own will count against your total storage allocation.

When you add a managed user, you also configure their access to Box. You can add a single managed user or multiple managed users, up to 1,000 at once.

Prerequisite

To add managed users, you must be:

  • An Admin
  • A Co-Admin with the Manage users permission enabled

To add one or more managed users manually:

  1. Go to Admin Console > Users and Groups.
  2. Click the Managed Users tab.
  3. Click Add Users (Add Users button) and then click Add Users Manually.
  4. Enter the managed user's name and email address. 
  5. Optionally select Groups for the user to be a member of and Folders for the user to have access to.
  6. Optionally hover over a user row and click the gear icon (Gear icon.png) to configure other user settings for that new user or click 3 dots button and then click Select User Settings for All Rows to configure other user settings for all new users. See the Managed Users Tab section of Users & Groups Settings for details.
  7. Optionally click Add User to add a row to the table. Then repeat steps 4 through 6 for each user.
  8. Click Save.

Once you create the user, you can additionally configure the user account.

To add multiple managed users:

  1. Go to Admin Console > Users and Groups.
  2. Click the Managed Users tab.
  3. Click Add Users (Add Users button) and then click Add Users with CSV.
  4. Click the Box CSV Template link to download a sample CSV (comma-separated values) file.
  5. Open the downloaded file in your application of choice. (A spreadsheet program works best.)
  6. Enter the names, email addresses, and other information of the users you want to add. See Valid .CSV Values for details.
  7. Save the file as a CSV file. (You may want to save it with a new filename.)
  8. Drag the file to the shaded area in the dialog box or click the link to upload the file. 
  9. Optionally select Groups for the users to be a member of and Folders for the users to have access to.
  10. Optionally hover over a user row and click the gear icon (Gear icon.png) to configure other user settings for that new user or click 3 dots button and then click Select User Settings for All Rows to configure other user settings for all new users. See the Managed Users Tab section of Users & Groups Settings for details.
  11. Click Save.

Once you create the users, you can additionally configure the user accounts.

Valid .CSV Values

The .CSV file that you upload to add multiple managed users contains the following user data:

  • Name
  • Email
  • Storage
  • Shared Contacts
  • Sync
  • Restrict external collaboration
  • Device pinning
  • Language
  • Groups

This section describes the valid values for each of these data types.

Name
Populates the Name field of the managed user. Limited to 100 ASCII characters or 50 double-byte characters.
Email
Populates the Email field of the managed user. Format must be [login]@[domain].[tld]
Storage

Populates the Storage Allocated field of the managed user. Values must be:

  • Any numerical value 0 or greater. Fractional values will be rounded up. Represents the amount of storage in GB (gigabytes) that the managed user is allocated.
  • The literal text unlimited, which selects the Unlimited check box in the Storage Allocated field.
Shared Contacts

Selects the value for the Shared Contacts toggle in the Role and Access Permissions section of a managed user. Valid values are:

  • no
  • yes

Note

The default value for new managed users is yes.

Sync

Selects the value for the Box Sync toggle in the Role and Access Permissions section of a managed user. Valid values are:

  • no
  • yes

Note

The default value for new managed users is no.

Restrict external collaboration

Selects the value for the Restrict External Collaboration toggle in the Role and Access Permissions section of a managed user. Valid values are:

  • no
  • yes

Note

The default value for new managed users is no.

Device pinning

Selects the value for the Device Pinning toggle in the Role and Access Permissions section of a managed user. Valid values are:

  • no
  • yes

Note

The default value for new managed users is no.

Language

Populates the Language field of the managed user. Valid values (with their meaning) are:

  • bn-IN (Bengali/বাংলা)
  • da-DK (Danish)
  • de-DE (German)
  • en-AU (English - Australia)
  • en-CA (English - Canada)
  • en-GB (English - Great Britain)
  • en-US (English - United States)
  • es-419 (Spanish/Español - Latin America/Latinoamérica)
  • es-ES (Spanish/Español)
  • fi-FI (Finnish/Suomi)
  • fr-CA (French/Français - Canada)
  • hi-IN (Hindi/हिन्दी)
  • it-IT (Italian/Italiano)
  • ja-JP (Japanese/日本語)
  • ko-KR (Korean/한국어)
  • nb-NO (Norwegian/Norsk (Bokmål))
  • nl-NL (Netherlands/Nederlands)
  • pl-PL (Polish/Polski)
  • pt-BR (Portuguese/Português)
  • ru-RU (Russian/Русский)
  • sv-SE (Swedish/Svenska)
  • tr-TR (Turkish/Türkçe)
  • zh-CN (Chinese-PRC/简体中文)
  • zh-TW (Chinese-Taiwan/繁體中文)
Groups

Populates the Groups section of the managed user. Enter one or more Group names separated by semicolons.

Note

Group names to be added in this method cannot contain a semicolon character. For any Group names that might contain a semicolon, add them manually after import by editing the managed user account.

Troubleshooting Adding Multiple Managed Users

If Box cannot process all of the rows of an uploaded .CSV file, you will see an error message in the Add Users dialog box along with indicators to identify which records had issues. Click Download Report to download a .CSV file that you can review and clean up and attempt to upload again.

 

 

 

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