Admin Console Guide

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Welcome to Box – we’re glad you’re here! In this guide, you’ll learn all there is to know about the Admin Console, your handy tool for adding users, building groups, customizing security settings and more.

So have a look … and don’t forget we’re always here to help.

Logging in to Your Box Account

First thing's first. Go to app.box.com/login and follow the steps below to log in:

  1. Enter your email/username
  2. Enter your password
  3. Click Log In

Forgot your password? No worries: Just click the Forgot Password link:

LOGIN SCREENSHOT

Overview Tab

Once you’re logged in, you’ll see a gray header bar at the top of your page with two buttons: Admin Console and My Account. You can use these to switch between your files/folders (My Account) and the account management tools covered in this guide (Admin Console).

After clicking Admin Console, you’ll be taken to the Overview tab, where you’ll see charts and graphs that offer a quick snapshot of recent user activity and storage stats:

OVERVIEW TAB GRAPHS SCREENSHOT

Login Activity

  • Last Logins: This chart shows the unique number of users whose most recent login occurred within the past 1 Day, 1 Week, and 1 Month
    • On the horizontal axis:
      • The 1 Day bar shows the number of users who have logged in over the past 24 hours 
      • The 1 Week bar shows the number of users who have logged in over the past 7 days, excluding the most recent 24 hours (represented by the 1 Day bar) 
      • The 1 Month bar shows the number of users who have logged in over the past 30 days, excluding the most recent 7 days (represented by the 1 Week bar)
    • The vertical axis represents the number of unique user logins for a given period of time
  • Top Five Users (# of Logins): This chart shows the top five users based on total number of logins over the past 30 days
    • The horizontal axis represents number of logins
    • The vertical axis represents individual users
  • Logins Over Time: This graph shows the total number of logins for the entire enterprise over the past 30 days
    • The horizontal axis represents the date 
    • The vertical axis represents the total number of logins for a given date 

Storage Use

  • Storage Aggregate (GB): This graph shows the total amount of storage used for the enterprise
    • The horizontal axis represents the date
    • The vertical axis represents the total amount of space used (units are specified in the graph header: MB, GB, TB, etc.)
  • Top Five Users (MB): This chart shows the top five users in terms of space used
    • The horizontal axis represents the amount of space used (units are specified in the graph header_
    • The vertical axis represents users
  • Storage Usage (# of Users): This chart shows users grouped by the amount of space they use
    • The horizontal axis represents different storage usage amounts
    • The vertical axis represents the number of users who fall into each storage category

 Below these charts and graphs, you’ll also see the Box Business Service News where you can learn more about each product release, and features that are coming soon.

User and Groups Tab

The Users and Groups tab is where you’ll add or remove users and manage their settings. You can also create groups and manage membership. Here’s how to start building your Box team:

Adding Users

    1. Click the +Users button. A new section will appear where you can enter the user’s name and email address, allocate their storage space and set their default language:
      ADD USERS VIEW

      Two points to note:

      • Checking the Unlimited box allows the user to share your account’s total available storage space
      • Only folders the user owns count toward their storage limit. If you set the limit to 0 GB, they’ll still be able to upload to other users’ folders – but won’t be able to create folders of their own.
    2. Under the Access Permissions section, you can add the new user to your existing groups or collaborative folders. Just click the appropriate drop-down link in the Access Level column, then chose the level of access they’ll need:
      ACCESS PERMISSIONS SCREENSHOT
    3. Once you’re done, click Add User to send off an invitation – once the contact accepts it, they’ll be a managed user in your account.

Bulk Adding Users

If you need to add a large number of folks to your account, we’ve got just the tool for you: Bulk Add. Here’s how to use it:

  1. In the Users and Groups view, click the Bulk Add button.
  2. A new section will appear below the Managed Users tab where you can enter the new users’ names, email addresses, group memberships and storage allocations. Click Okay when you’re done. BULK ADD CLOSE UP SCREENSHOT
  3. Alternatively, you can download a CSV template to your desktop and enter the information in spreadsheet form in a program like Microsoft Excel. To use this method, click Download Formatted CSV Template link, then Upload CSV File after you’ve finished editing the file on your computer.

Editing Users

Down the road, you may need to adjust settings for one or more of your users. To do this for an individual:

  1. Click the Users and Groups button in the blue header bar
  2. Click on the name of the user you’d like to edit

After the new page loads, you can change your original choices, plus set a user’s status

Some Box admins use the Inactive option to place an employee on legal hold: When applied, the user will be unable to access their account (but please note that inactive users still count toward your contracted number of seats).

If you need a hand administering your account, you can also use this page to make the user a co-admin. When creating a co-admin, you can pick and choose from all admin activities customizing privileges on a co-admin by co-admin basis.

Finally, to completely remove a user from your account, look to the Edit User Account Details section and click the Delete This User link. You’ll notice that you can transfer the deleted users content to someone else, or delete it entirely.

And – as always – be sure to click Save at the bottom of the screen when you’re done.

Bulk Editing Users

Here’s how to adjust the same user settings, in bulk:

  1. After clicking Users and Groups in the blue header bar, choose Bulk Edit
  2. Click the Download Current CSV File button to bring the file down to your desktop
  3. Make the necessary edits in Microsoft Excel (or another spreadsheet editor), save the file, then use the Upload Updated CSV File button to add the updated one

Instant Login to a User’s Account

If you’re an Enterprise admin, you can log in to any of your managed users’ accounts from the Users and Groups page. To do so:

  1. On the Users page, right-click the name of the account you need to access, then click Log in to this Account
  2. A third tab (with the user’s name) will appear in the gray header bar at the top of the page
  3. Make any needed changes to the account and then click the X in the tab in the gray header bar to close it.

(Please note: If you have already made a user inactive, you will see the same view as the user, which will indicate that the account is inactive. To access the user's content, use the Content Manager.)

Managed Users v. External Users

Before we move on to the Groups tab, a quick word about managed and external users:

  • Managed users are full-fledged members of your Box account. On Enterprise accounts, you’ll be able to instantly log in, edit their settings and add them to groups.
  • External users have their own Box accounts, separate from yours. These users are collaborating in one or more folders in your account. You cannot instantly log in to their accounts, edit settings or add them to a group; however, you can control their access to your content.

Groups

Within the Groups tab you can conveniently manage folder membership for sets of users, like departments or project teams. (Note: This feature is available only to Enterprise admins.)

Adding a Group

  1. Click the Users and Groups button in the blue header bar and select the Groups tab
  2. Select Add New Group
  3. In the New Group Details section, 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. Last – but not least – assign the appropriate users to the group: Just start typing their email addresses, and we’ll fill in the rest
  6. When you’ve finished, click Create Group:
    GROUPS SCREENSHOT

Editing a Group

To make changes to a preexisting group:

  1. Click the Users and Groups tab in the blue header bar and select the Groups tab
  2. Right-click the group that needs editing, then choose Edit Group
  3. A new section will appear, where you can make changes to the group’s folders and members; this page is very similar to the Add New Group phase
  4. Here you can edit the access levels of your group members. If you’d like, you may designate a Group Admin to manage the folders and members of the group.
  5. Finally, click Save when you’re done, and you’re good to go!

 

Reports

All Box business accounts are equipped with powerful – yet simple – reporting functionality. The Reports tab is where you’ll run a variety of account-wide reports: usage logs, file/user statistics and security audits. Here’s how:

  1. Click the Reports tab in the blue header bar
  2. Switch to the tab for to the type of report you need, enter the necessary date range, then click Run Report
  3. Your report will appear below the date range fields. Need more detailed, focused data? Just click on any blue-highlighted result to sort by that value.
  4. If you prefer your report in spreadsheet form, press Export Report (also shown above), and it’ll go straight to a My Box Reports folder in your account

You have seven reports you can run:

  • Usage Logs – This report will show you all of the activity that has happened in your Box account. You can choose which activities you are most interested in under the Action Types filter.
  • File Statistics – This report will show you how often each file was downloaded and updated. Sort by Download to see the most popular files.
  • User Statistics – This report gives you a count of how often each user took a certain action including: logins, downloads, previews, uploads, edits, deletes, and failed logins.
  • Security Reports – This report shows you all of the settings you and your co-admins have put in place that affect the security of your documents.
  • Folder & File Tree – You can download this report to see the architecture of your folder structure and owners.
  • External Collaborators – This report gives you the details on all of your external collaborators.
  • Shared Link Details – This report shows you each active shared link and its settings.

Enterprise Settings

The Enterprise Settings menu is your one-stop shop for editing your account’s global settings. Any rules set here apply to each of your users, so choose wisely.

Company and Branding

To help make your account feel a little bit more like home, we’ve built some tools you can use to customize it – they’re available in the Enterprise Settings section, on the Company & Branding tab

Here, you can change your company name, add a logo that’ll be shown at the top of each page, or choose a custom URL for your account.

And if you’re an Enterprise admin, check Enable Custom Branding to launch the Colors section, where you can tinker with them to your heart’s content.

Security

Business around the world trust Box with their most sensitive data, and for good reason: In addition to our robust back-end security, we offer admins a host of options for controlling how users sign up for and log in to Box.

Here’s how to access them:

  1. Open your Enterprise Settings in the blue header bar
  2. Click the Security tab

From this page, you can easily manage signup/login option and choose password requirements for all users.

The final security option is choosing the Box session duration. This allows you to choose a threshold for inactivity.

Once you've finished, be sure to click Save at the bottom of the page.

Content & Sharing

You can also use the Enterprise Settings page to apply defaults that’ll affect shared links throughout your account. To access these options, switch to the Content & Sharing tab.

First, you can adjust the default shared links settings. Here, you can tighten things up to disallow shared links entirely, restrict who can view them, or set initial defaults that your users can adjust later on at the folder level.

With the Default New Links to feature, you’ve got a few choices; here’s what they mean:

  • Open: This option allows any link recipient to view the file or folder. Don’t forget you can add passwords and link expiration dates when you generate these.
  • @[Your Company]: Only users with your company domain can open shared links in your account. These can also have passwords and expiration dates.
  • Collaborators Only: As the name suggests, only people collaborating with you in the folder that holds the file will be able to open its shared link. It’s a handy way to point collaborators right to the content they need.

In the Let Link Viewers drop-down, you can disallow shared link downloads altogether.

For Open links, you may want to turn off custom URLs for Open links making them impossible to guess by external parties. But, you may want to choose to put your custom domain in each link to put your brand at the forefront.

Next, you can adjust how your users leverage the collaborator tool. From this page, you’ll also be able to specify which access permissions your users will be able to assign to collaborators, who can invite new collaborators, and disable invite links if needed.

Finally, if it makes sense for your organization, you can restrict content creation to allow only admins to create first-level folders, files, discussions and bookmarks; just check the box next to Only Admins Can Create First-Level Folders, Files, Discussions and Bookmarks.

You may want all sharing relationships to expire after a certain amount of time. You can choose and expiration calendar for both shared links and collaborators.

Last of all, decide how long you would like to store your trash, and who can purge your trash bin. Keep in mind that trash will count towards your storage.

Everything look good? When you’re done, just click the Save button at the bottom of the page.

Notifications

Here’s where you’ll set account-wide options for email and real-time notifications. Real-time notifications pop right up within the Box website when your collaborators take action. Plus, each real-time notification contains a link that’ll take you right to the item in question. To manage:

  1. Click Enterprise Settings in the blue header bar
  2. Click the Notifications tab

From this menu, you can decide your users’ defaults for both the folders they own and the folders they’ve joining. Users can customize these further in their personal defaults and specifically for folders as needed. Finally, be sure to save your choices at the bottom of the screen.

Silent Mode: Another valuable tool in the Notifications tab is Silent Mode. Silent mode allows the primary admin to stop notifications for a period of time.

There are a few points to take note of when it comes to Silent Mode:

  • Silent Mode can only be used by the primary admin. Co-admins’ activities will be sent as usual.
  • Silent Mode affects new user creation emails, but not standard collaboration emails.
  • When Silent Mode is turned off, all queued emails are sent in one step.

User Settings

From this tab, you can manage a few account-wide settings. They’ll apply as defaults for your users, but can be adjusted individually at the sub-account level later on. To access the tab:

  1. Click Enterprise Settings in the blue header bar
  2. Click the User Settings tab

The most important thing you’ll do here is choose the New User Defaults. This allows you to decide settings that every new user should have which will save you time in the future.

Apps Settings

  1. Click the Enterprise Settings button in the blue menu bar
  2. Select the Apps tab. From this tab, you can manage your users’ access to third- party applications.
  3. Finished? Click the Save button at the top or bottom of the page, and you’re all set.

You can not only decide to enforce SSL connections and disable all new applications to allow for testing, but also enable and disable apps on a one off basis.

Mobile & Sync

  1. Click Enterprise Settings in the blue menu bar
  2. Click the Mobile & Sync tab. From this page, you can enable additional mobile security features.

App Use Management: This is the tab where you can Enable Device Pinning. This tab has two parts – the first part allows you to dictate the number of Box Sync, Phone Applications, and Tablet Applications each user can have.

If you have a user who needs to have more applications, simply go to their user profile and check the Device Pinning checkbox.

The second part allows you to monitor devices as they are accessed. There are three things you can do:

  • Search for a user to see all devices they have in play
  • Filter by device to see trends in device usage
  • Remove a device from your network
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