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Automatic Email of User Communication

Overview , Box Governance , Console , Governance , Admin , Article , Product Utilization , Established
The Compliance Email Archive helps you comply with your company's email archive policies. It's available by request to all Box Governance customers.  To get it, contact your Customer Success Manager, or file a ticket with our User Services team.
When the Compliance Email Archive is implemented, you can access it in the Admin Console (Admin Console >Enterprise Settings > Notifications).
Enabling the Compliance Email Archive automatically sends a blind carbon copy (BCC) of the selected communications to a specified email address.
The types of communication you can archive include:
  • Comments: include both comments and replies on files and folders.
  • Emails: include internal and external collaborator invitations, shared link invitations, and emails sent to all collaborators using the Mail All option.
  • Invitations: include automatically accepted invitations to collaborate in folders.
  • Tasks: include task assignments and responses to tasks.

 

AutomaticEmailofUserCommunication.png

 

Note:
By default Box sends emails to the person performing the action in Box. To send emails to a specific address, activate Email to a specific address under Archive Location. If there are external users involved in the communication, not all actions result in sending the archive email (see details in the table below).

 

  Internal user to internal user Internal to external user Internal no user tagged External to internal user External to external user External no user tagged
Comments Yes Yes Yes No No No
Emails Yes Yes N/A No No N/A
Invitations Yes Yes N/A Yes No N/A
Tasks Yes No N/A Yes No N/A

The table assumes the external users do not belong to a Box account with Compliance Email Archive turned on. 

If the Compliance Email Archive is turned on in the external user’s Box account, the archive email is sent to the content owner’s Archive Location email address.

Make sure to check if you can receive all emails coming from no-reply@box.com. Some email providers may reject these emails. If emails are rejected for any reason, it may be impossible to recover the content noted above.

Tip:
Consider setting up a company email alias specifically for all Box activity archive emails.
Changes to these settings are captured in the Security Report.  For more information on Box's reporting capabilities, see Running Reports.

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