Collaborate with Your Colleagues and Clients

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1. Use discussions to have conversations about projects and content. In Box, navigate to the discussions tab in a folder, add a topic and insert a comment. As a best practice, you can create a discussion per project folder, or for different iterations of a document. If you are tired of emailing feedback back and forth, discussions will create a system to converse around your files.


Figure 1: Tag users with the @ symbol, and create new topics with the + button.

2. As content is uploaded to Box, you can comment on information in the same manner as discussions. 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 modified.

3. Do you need someone to review an important file on a deadline? Assign a task to a file in Box to notify the other people you are working with that there is work to do. You can assign tasks to multiple people at a time and integrate them with your Google calendar to provide a reminder. This is really handy if you also use Google apps and need access to your project calendar on the go.

4. Are you unsure about what you need to do meet a deadline? Use the pending items manager in the Box sidebar to see what tasks have been assigned to you, and see what tasks you created that are waiting on other people. You can also track deadlines associated with content. This is particularly valuable if you would like to see what tasks are waiting for customer approval for example.


View and Embed Content
1. Present and share content using Box.com or Box Mobile. Box has the ability to preview documents, spreadsheets, PDFs, videos, graphics, videos, audio and images. You can quickly preview content in your browser or on your mobile device without the need for a native application.

2. Gather your notes. In the Box web interface, take notes in a web doc or in a Google Doc to track all of your notes along with other content for projects. You can also create new documents from the Box interface that connect automatically to your Google Docs account.

3. Embed files and folders in other sites. You can embed files and entire folders in other websites or content management systems. In Box, select the ‘embed’ button and choose the options you want for the shared content. A great use for this is distributing videos, proofs and other large files on websites.

Share Links to Files
Share links to files without sending giant attachments. Box allows you to 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, expirations dates, and restrict the rights that people have when you send them the link.

Shared links are handy suggestions if you would like the viewer to review or download collateral, and you can also track who accessed a link and when at any point. If you would like to actively work on a set of files with a customer or third party, then it’s best to add him as an external collaborator so he has easy and continued access to the project.

Manage Multiple Versions of Files
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, and each individual would ‘Save as’ to try and track changes around shared files. In Box, you will save all versions and work with Box’s integrated version control system that tracks changes and updates directly.

2. If you make a mistake, don’t worry. You can easily roll back to a previous version of a file and make it the current one. In Box, select a document, click on the version tab, and 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 so work isn’t overwritten. If you need to work on content and don’t want anything being changed, you can lock a file to prevent any modifications while you are editing it. In Box select ‘File options’, and choose ‘Lock file’.


 
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