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Users & Groups Settings

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New design

The Users and Groups management function is in the process of being redesigned. The new design is being released to a select number of customers and additional changes are bing made over a period of time. Those customers have the ability to toggle between the new design and the classic design. Product documentation that refers only to the new design will be enclosed in a box like this.

Users & Groups settings let you define who has access to your Box enterprise and when and how they access your Box content. This topic contains the following sections:

Managed Users Tab

The Managed Users tab lists all the managed user accounts in your organization.

Click button_sort_filter.png to:

  • Sort by login (default), name, date added, space used, or last login date
  • Show only specific roles, from all roles, admins and non-admins (default), admins, non-admins, or app users
  • Filter by all groups (default), exempt from device limits, or group name

User Account Details

Setting Description
Name Required. Typically the name of the person to whom the user account is assigned to. The value in this field is used in reports and logging.
Email Required. The email address of the user. This email address is where notifications, password resets, and other Box communication will be sent, and should be within your organization's domain.
Notification Email An additional email address where notifications for this account can also be sent.
Password

Does not reveal the value of the user account password. In this field, you can:

  • Click Forgot password to send a notification email to the user with a link to reset the account password.
  • Select the Require a change of password on next login check box to force the user to change their password the next time they attempt to log in to Box.
Time Zone

Defines the time zone of where the user is located. Used to determine the correct date and time for user activities.

The user can also change the value of this setting on their own Account Settings page.
Data Residency Zone

Available when Box Multizones are being used, defines the zone in which the user's content is stored. If you do not manually assign someone to a zone, Box automatically assigns that person to your enterprise's default zone.

When you assign an existing user to a new zone, their existing files migrate to that zone and any new files and folders they create within their own root folder are mapped to the assigned zone. If they create a file within someone else's root folder, that file is mapped to the storage policy of the owner of the file.
Storage Quota

Defines the total amount of storage, in gigabytes (GB), the user is allocated in your Box enterprise. Enter a number or select the Unlimited check box.

"Unlimited" is defined as up to the amount your enterprise subscription level contains.
Status

Defines whether the user can currently work in your Box enterprise, and how. Select from:

  • Active: User can log in to Box and use all of Box that you allow in the User Access Permission section.
  • Inactive: User is prevented from logging in and using Box in your enterprise. This user is also hidden from all collaborators.
  • Active View/Upload Only Cannot delete and edit: User can access all of Box that you allow in the User Access Permission section, except that user is prevented from deleting or editing content.
  • Active View Only Cannot delete, edit and upload: User can access all of Box that you allow in the User Access Permission section, except that user is prevented from sharing, deleting, editing, or uploading content.
Language

Defines the language the user will see in the Box user interface when signed in.
Account Created

Shows the date the user account was created. This value is system-generated and cannot be changed.
Last Modified

Shows the date that the last change was made to the user account. This value is system-generated and cannot be changed.

User Access Permissions

Role and Access Permissions

Setting Description
Role

Defines the user account role. Select from:

  • Member: Allows access to Box with no administrative privileges. The member privileges include shared contacts, Box Sync, external collaboration, and device pinning.
  • Co-admin: Allows access to Box with both member and administrative privileges. In addition to the member privileges you can allow the user account, you can also select administrative privileges that include access to users and groups, reports and settings, policies, metadata, and more. 
Shared contacts Allows this user to access all other managed users in their contacts list when inviting collaborators. External users will not be accessible unless already collaborating. If you clear this setting, the user will access only the people they are actively collaborating with and will need to manually fill the contacts list.
Enable Box Sync Enables the user to synchronize files between Box and their computer hard drive via Box Sync. 
Device pinning Enables the user to be exempt from the maximum number of devices synchronized with their Box account value set for your enterprise in Enterprise Settings > App Use Management.
Restrict external collaboration Restricts the user from creating external collaborations for folders they own.
Co-admin

Enables the Co-admin role for the user. Co-admins can perform the same tasks in Box as admins and are allowed to manage users and groups, with the following restrictions:

  • Can view, but not edit, details for other co-admins, nor delete other co-admins
  • Cannot view or edit admin details
  • Cannot make another managed user a co-admin

For Business Plus and Enterprise customers, additionally select the administrative privileges that will be allowed for the user:

Box Functional Area Permissions
Users and Groups
  • Manage users
  • Manage groups
Files and Folders
  • View users' content
  • Edit users' content
  • Log in to users' accounts
Reports and Settings
  • View settings and apps for your company
  • Edit settings and apps for your company
  • Run new reports and access existing reports
Policies
  • View policies set up for your company
  • Create, edit, and delete policies for your company
Automations
  • View automations set up for your company
  • Create, edit, and delete automations for your company
Metadata
  • Create and edit metadata templates for your company
Shield
  • View Shield Dashboard for your company
  • Edit Shield configuration for your company
GxP
  • View GxP Dashboard
Sign
  • View and edit Sign permissions
  • View and edit Sign legal settings
Installed applications

Determines which Box applications available within your company can be used by the user.
Select groups this user is in

Determines which groups the user is in. In the Access Level column for each group assigned, select the access level for user in that group:

  • None: User is not allowed access to the group.
  • Member: User is allowed access to the group and its functions.
  • Group Admin: User has group admin-level access to the group. See Designating Group Admins for more information on configuring group admins.

Note that if a user is made a Box admin or co-admin, they will lose group admin status of any groups that they are a member of.
Select folders this user can access

Lists the folders that the user has been invited to collaborate. An admin can also click Add or Create Folder to add folders to the user's folder list.

 

 

 

 

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