Your New Work Process



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Define Your Folder Structure

1. Create a work folder to use for your own files. This folder is where you can store personal notes, whiteboard photos, flowcharts, design inspirations and work in progress. When you create it, give it a descriptive name like “John Smith Work Folder.”

2. Next, create a shared folder for your campaign team to share things like common assets, logos, timelines and other relevant content.

Figure 1. Be descriptive with your file and folder names


3. Create an archive folder for storing all completed campaigns. This way, you will avoid clogging your active campaigns folder, giving you a cleaner folder structure in Box.

4. You can specify what rights and roles users have in your workspace. Internal campaign team members who will be uploading the content and revisions should be folder owners or co-owners. Clients who will be consuming the content can be editors. Using groups in Box will make the process of assigning internal users to folders easier than individually adding users to every folder they need to access.

Collaborate With Your Campaign Teams and Clients

1. As content is uploaded to Box, you can comment on information. Simply type @ and mention a person you are collaborating with. If you are not already collaborating with someone on content or a folder, invite them so you can start sharing information. If you need to call out your edits to a shared folder, @ the original author so they know what you need modified.

2. Do you need someone to review or approve an important file on a deadline? Assign a task to a file in Box. Box will notify the other collaborators you are working with that there is work to do.


Figure 3: Create tasks for review, approval and updates

3. Are you unsure about what you need to do to meet a deadline? Use the Pending Items task manager in the Box header to see any tasks that have been assigned to you and any tasks you created that are waiting on other collaborators. You can also track deadlines associated with content. This is particularly valuable if you would like to see which tasks are waiting for client or internal approval.



 Figure 4: For the current campaign, one task is assigned to this project manager


View and Share Content

1. Present and share content using or Box Mobile. Box can preview Adobe Illustrator designs, PDFs, videos, graphics, audio and images. Preview content in your browser or on your mobile device – you don’t need the original application.

Figure 5: View content in full screen for best results

2. Stop sending giant attachments to share files. Box lets you send links to files and folders using a URL. To grab a shared link, select the Sharing button in Box and copy and paste the link. You can also set passwords and expirations dates or restrict the rights that people have when you send them the link.

Figure 6: Link to the content preview screen in Box or directly to the file

3. Embed files and folders in other sites or content management systems. In Box, select the Embed button and choose the options you want for the shared content. This is a great way to distribute videos, proofs and other large files on websites.

Figure 7: Configure the options before embedding the content

Manage Document Versions

1. Have you ever saved 15 versions of the same file while you worked on revisions? Before Box your versions may have looked like 07022012 Customer Spec (Dan v3 in process).ai. The file name changed each time a collaborator would ‘Save As’ to try to track changes for shared files. In Box, an integrated version control system tracks changes and updates directly.

Figure 8: Revert to a previous version or upload a new version

2. If you make a mistake, don’t worry. You can easily roll back to a previous version of a file. In Box, select a document and click on the Version tab to make the previous version your current one. This is helpful if you made a bad edit and need to revert to a previous copy.

3.  Lock content to avoid overwriting and version conflicts. If you need to work on a file and don’t want anyone to make changes while you’re editing, you can lock the file. This prevents anyone else from making modifications while you are editing it. When you have the file open in Box, select File Options and choose Lock File.

Figure 9: You can set the duration of the lock


Find Information From a Previous Campaign or Shared Library
  • Full text search. The easiest way to find content from a previous campaign or shared library is to use Box’s full text search engine. Start by typing what you remember about the content, such as the campaign name, filename, folder name, text from the document or information in the description. Box’s search engine will refine and filter the results and point you to the information you are looking for.
  • Tags. Use tags to organize content for search, indexing and retrieval. Your organization can give all folders appropriate tags, such as “Assets,” “Mockups” or “Winter Designer Campaigns.” Each user can also create their own tags for their personalized views into content.
  • Advanced search. You can refine search results by files, folders, date, size, name and location in Box. 

Figure 10: This search uses the file, folder name and relevancy to return results.

Executive Summary

Next: What Apps Will You Use?


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