Eliminate long email chains using comments and tasks! Box's collaboration tools connect history and content, replacing disconnected email threads and collaboration processes lost over time.
These tools can:
- Ensure a specific person is aware of content on Box
- Streamline communication related to specific files and tasks
- Keep processes intact for future reference (billing, context for new hires, review processes)
Creating a Comment
In the sidebar when you are previewing a file, you can type a comment directly into the comment box and click Post. When you enter a comment, all collaborators who have notifications enabled will receive an email. Collaborators can reply directly to a comment or add their own comments.
To communicate with a colleague: start your message with the @ symbol and begin typing the name of an individual that you are directing the message to; @-mentioning will directly email the person and populate the message in their Box account. This message will also stay with the file or folder on which you’ve commented, giving context for others who work with this information.
Note: When using @-mentioning, the person to whom you are directing the message must already be a collaborator in the folder.
Tasks is a Box workflow tool to help you create, assign and manage tasks related to individual files. This feature allows you to assign a task to yourself, and/or your collaborators. **Currently, Tasks can only be created if comments are enabled.
Creating a Task
In the sidebar when you are previewing a file, you can choose to assign a task by clicking on the comment icon to the right of the comment box and selecting Task from the dropdown menu.
The Comments section will convert to a Task section.
First, enter the name of the person or people who you would like to have complete the task. Then, if you need to, choose a due date for your task. Next, you can add a brief description of your task to help the recipient understand what you're asking them to do. Click Assign to complete and assign your task. **Please note that you can only assign tasks to existing collaborators in the folder. If you would like to assign a task to a person who is not already a collaborator, you will first need to invite them to join the folder, then assign the task.
When you assign a task to a collaborator, that person will automatically receive an email reminder 7 days after the date you assigned the task.
Editing a Task
Only the creator of the task can edit the task. To edit the task, navigate to the file in preview, and click on the edit icon to the right of the task you assigned. Then, you can make any necessary edits.
Completing a Task
If you have been assigned a task you will receive an email notification; to go directly to the task, click on the link provided in the message. Additionally, you will see the assigned task on your Notifications page under All and Incomplete Tasks. Clicking on these notifications will take you directly to the task.
To complete the task, select the Complete option from the dropdown menu to the right of your name. You can also choose to Decline the task from that dropdown menu. When someone declines a task, the person who assigned the task will receive an email notification with this information.