What are Groups and how do I use them?

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With Groups, Enterprise Admins have the ability to add multiple users to folders and assign access permissions quickly and easily. When implemented effectively, groups streamline deployment and make long-term user management much simpler.

Please note that only users within your organization (managed users) can be added to Groups. External users will not be included in your managed Groups.

 

Here’s how to create a group:

  1. Log in to your account and navigate to the Admin Console
  2. Click on the Users icon, and navigate to the Groups tab

  3. Click the “Add New Group” button
  4. Enter the Group name you would like to create
  5. In the Access Level column, select the type of access to each folder member of this new Group should have

     groups_2.png
  6. Assign the appropriate users to the Group by entering their email addresses in the appropriate field. Keep in mind, Groups only apply to managed users.

    groups_3.png 
  7. When you’ve finished, click Create Group to confirm your newly created Group

Additional Notes:

  • Once you have created a Group, you can appoint specific group members to be “Group Admins” from the Access Level drop-down.
     groups_4.png
  • This will grant them a certain level of administrative control over Group members and folder access settings. While Group admins are not able to change your account-wide settings, they can run activity reports and manage members within the Group. 

Best practices for Group management:

Before creating your groups, it’s a good idea to consider both your company’s structure and the structure of your folders in Box.

Groups Should Fit Your Company

Because your organization is probably broken down into departments, project teams or other sub-units, you might need to grant different teams different levels of access – to different content. Groups make this division of labor easy to replicate in Box, and also give you the opportunity to create new teams along new lines.

Groups Should Fit Your Folder Structure

Because you’ll be assigning folders to groups – and by extension, to multiple users – it helps to have a folder structure that makes sense. If you’ve set up your folders by department or project, then do the same with groups. This will make it easier to manage them, saving you time in the long run.

 

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