Define the Folder Structure for a Regulated Environment

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Box is most efficient when admins allow end users to create their own folders. 

 

In heavily regulated environments such as pharma and life sciences, many admins limit the ability to create content so that only administrators can create the top-level folders in the Box account. Using this setting locks down the account and gives the administrator full visibility into all company-owned folders within Box. 

1. If you feel it necessary, restrict root content creation.  On the Enterprise Admin Console, select Enterprise Settings and choose the Content and Sharing tab. Choose the Restrict content creation setting as shown.  (This setting is not recommended for most use cases.)

Figure 1: For regulated and locked down environments, restrict the ability to create root level folders.

2. Create a top-level folder for each Box use case. As most organizations use Box to give employees personal drives (folders), you’ll need to create a top-level folder to contain these personal folders. 


Figure 2: Create a top level folder with a descriptive title for each use case.

3. Within the top-level folder, create folders for each employee. For each personal folder, use a consistent naming convention, such as the person’s Active Directory name or first name + last name.

Figure 3: Create sub-folders for each employee.

3. Invite each employee to his or her own personal folder.  You (the administrator) still own the personal folders.

 

 

4. Use the Folder Properties window to set any additional restrictions on personal folders. For example, you can restrict any collaboration outside of your domain or limit who can send collaboration invitations on this screen.  Always consult with your Implementation Lead or Customer Success Manager before checking these settings to make sure this is the best approach for your environment.


Figure 4: Adding security restrictions to individual folders.

5. Create root-level folders for external collaboration.  These are useful for projects that involve external parties, partners and clients. Invite people that were previously using FTP, email attachments, and consumer tools to use Box instead. 


Figure 5: Create another top-level folder (Approved Projects above) for external collaboration.

6. Create a helpdesk process for users to submit external collaboration projects for approval.  When a project is approved, create a folder for the project and invite the individual to that project folder. Admins will see all project folders; end users only see the project folders they own.

Figure 6: Create individual project folders for external collaborators.

 

 

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