How To Track Your Files and File Versions (Version History)



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Tracking Your Files?

  • Know when a prospect, client, vendor, or co-worker viewed your content by leveraging shared links and access stats!
  • Whenever someone views and/or downloads a file through a shared link or by browsing directly to the file, an access stat will be created.
  • You can access these stats and have visibility into all actions taken on a specific file by clicking on “More Options” (arrow button) next to the file. Navigate to “Properties” and click on "Access Stats”.

Please note that users from your organization who open a shared link will have their names displayed while users from outside your organization may be referenced by their IP address (set of numbers) or location.  


Tracking Your File Versions - Version History

How Version History Works in Box

  • Any time you use Box Edit or upload a new version of a document, Box overwrites the old version with the updated version. There’s no need to rename the file as “Document Title_version2”.
  • You’ll see this reflected in the “V” beneath the file name in blue.


Box keeps track of your old versions, so you can always pull them just in case

  • The newest version is displayed but all old versions are saved in the version history.

1) You can view the version history of a file by clicking on the 'v' below the file name. Or when previewing a file, if you hover over the "i" icon or file title in the top left hand corner and then click on the version number it will also display the version history.

2) Within the version history it will show you the 'Current' version. You also have the options to "Download" or "Remove" a version. You can also revert back to a previous version by clicking on "Make Current".


How do version numbers work with shared links?

  • Anytime you send a shared link, the link will always point to the most updated version – even if you updated the file after you sent it.
  • No need to worry about those typos you spotted after you sent the email!
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