Best Practice - Managing Groups

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As a Box Enterprise Admin, you’ve got a powerful tool for user management at your disposal: Groups.

With Groups, you can add multiple users to your folders and decide what permissions they’ll have in those folders – quickly and easily.

When implemented effectively, groups streamline deployment and make long-term user management much simpler. This guide teaches you the tips and tricks you need to make that happen.

Before You Start

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.

For more detailed information about ideal folder structures, refer to our Folder Structure Best Practices Guide.

Quick Tip: Groups can be assigned via Active Directory, API, or via the web application.

Setting Up Groups: General Steps

Now that you’re ready to start, here’s how to create a group:

1. Open the Admin Console, then click the Users and Groups icon in the blue header bar at the top of your page and select the Groups tab.

2. Select Add New Group, and you’ll see this section:

3. Enter the group name you’d like.

4. In the Access Level column, select the type of access to each folder the group should have. If the group shouldn’t be able to access a folder, leave the access level as None.

5. If there’s a private folder you’d like include, click Add or Create Folder, then select it:

6. Last – but not least – assign the appropriate users to the group: Just start typing their email addresses, and we’ll fill in the rest. Please note that only managed users can be assigned to a group.

7. When you’ve finished, click Create Group, and repeat for as many groups as you need.

Appoint Group Admins to Administer Groups

Finally, now that you’ve created your groups, consider appointing one or more Group Admins to help you administer them. This arrangement works well for some of our larger clients, who assign these privileges to department heads, project managers or team leads.

Group Admins aren’t able to change your account-wide settings, but can adjust groups specific settings including: add existing users, create new users, and curate folder access. Plus, they can also run reports on group activity, for easy auditing. 

 

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