Box Status
Print

Sharing a Hub

End User , Instructions , Article , Product Utilization , Established , Instruction , Box Hubs , P5

Table of contents

  1. Sharing with groups
  2. Sharing using a shared link
    1. Shared link settings
    2. Setting a shared link expiration date
  3. Restricting public shared links
  4. Removing collaborators

You can share your Hub like any other Box content. You can select only one of the two permission levels: Viewer or Editor, or make a user a Co-Owner of the Hub.

Important
Granting a user access to a Hub automatically gives them Viewer permissions to all files and folders in that Hub. This does not apply to external or Box links embedded in the Hub using Link Preview.

You can also generate a public link to share a Hub with both Box users and people without a Box account.

Note

  • By default, you cannot invite external users to collaborate on a Hub. To enable external collaboration, turn off this restriction in your Hub settings. See Co-owner settings on the Hub level for details. 
  • External users can only be viewers and must have an existing Box account.

Sharing with groups

Only groups with permissions other than Admins Only show up on the list of groups you can share a Hub with. Make sure you have the necessary permissions to add the group. For details, see Creating and Managing Groups.

Sharing using a shared link

You can create a shared link to quickly send it to people from your enterprise and outside of it. Both the internal and external users have to sign in to Box to access the content of a Hub, unless you chose the permission level People with the link.

Note
If you access Box Hubs through a shared link and you have an editor access to some files or folders, you can't edit them from a Hub level. For more information on shared links see Creating Shared Links.

Shared link settings

As a Hub editor, you can configure the shared link options. For more information, see Configuring Individual Shared Link Settings.

Note
If you have the Viewer permissions, you can check what settings are in place for a specific shared link to learn what you can do with it.

To enable the chosen setting, tick the checkbox under the option. The available options are:

Note
If there is a Shield policy in place that restricts downloads, the Download button is visible only in Preview.

Setting a shared link expiration date

As a Hub co-owner or editor you can setup an expiration date for a shared link. To do so:

  1. Open the shared link settings.
  2. Click Disable Shared Link on under Link Expiration.
  3. Select the expiration date.

Shared link settings, Link Expiration settings.

When you set the expiration date for a link, you can see a red clock icon next to the information Shared link is created. When you hover over the icon, a message This link will expire and be inaccessible on [date].

Changing an existing expiration date

To change the existing expiration date:

  1. Open the shared link settings.
  2. Click the Choose Date input field or the calendar icon.
  3. Choose the new link expiration date and save the settings.

Disabling an existing link expiration

To disable link expiration:

  1. Open the shared link settings.
  2. Uncheck the checkbox Disable Shared Link on under Link Expiration.
  3. Save your changes.

The red clock icon disappears.

Note
Your enterprise admin can enable link expirations on an enterprise level. When you are a Hub co-owner or editor, you can change the expiration date in the link settings.

Restricting public shared links

As a Hub co-owner, you can prevent your Hub from being shared publicly through Anyone with the link. This reduces the risk of accidental oversharing while still allowing intentional exceptions where needed.

Note
Your enterprise admin can set a global default for this setting. If the admin has locked this setting, you won't be able to change it at the individual Hub level.

To restrict public shared links for a Hub:

  1. Open the Hub you want to configure.
  2. Click the ellipsis (…) > View Settings.
  3. In the Who can access this Hub section, turn on the Restrict public shared links toggle.
  4. Save your changes.

When this setting is enabled, users will only be able to share the Hub with people within your organization or specific individuals, not with Anyone with the link.

Note
The Restrict public shared links setting applies only to new Hubs and is not retroactive to existing Hubs. If your Hub was created before your admin enabled this setting, and your Hub already has a public shared link (Anyone with the link), you may see a configuration conflict error message in Hub Settings.

Removing collaborators

To remove collaborators from a Hub:

  1. Click the Share button.
  2. Click Shared with.
  3. Click Manage All.
  4. Choose Remove from the drop-down list.

Related articles