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Adding Managed Users

A "managed user" is a Box account that you directly control through your Admin Console. As an admin, you can add managed users; edit, delete, and enforce their security settings; and run activity reports on these users. Any files these users upload into folders they own will count against your total storage allocation.

When you add a managed user, you also configure their access to Box. You can add a single managed user or multiple managed users, up to 1,000 at once.

Prerequisite

You must be:

  • An Admin
  • A Co-admin with the Manage users permission enabled

to add managed users.

To add one or more managed users manually:

  1. Go to Admin Console > Users and Groups.
  2. Click the Managed Users tab.
  3. Click Add Users (Add Users button) and then click Add Users Manually.
  4. Enter the managed user's name and email address. 
  5. Optionally select Groups for the user to be a member of and Folders for the user to have access to.
  6. Optionally hover over a user row and click the gear icon (Gear icon.png) to configure other user settings for that new user or click 3 dots button and then click Select User Settings for All Rows to configure other user settings for all new users. See the Managed Users Tab section of Users & Groups Settings for details.
  7. Optionally click Add User to add a row to the table. Then repeat steps 4 through 6 for each user.
  8. Click Save.

Once you create the user, you can additionally configure the user account.

Legacy Design Differences

  • In step 3, click + User (Plus Users button.png).
  • In step 8, click Add User.
  • You cannot add additional users manually as in step 7. You must repeat the procedure starting with step 3 for each new user.

To add multiple managed users:

  1. Go to Admin Console > Users and Groups.
  2. Click the Managed Users tab.
  3. Click Add Users (Add Users button) and then click Add Users with CSV.
  4. Click the Box CSV Template link to download a sample CSV (comma-separated values) file.
  5. Open the downloaded file in your application of choice. (A spreadsheet program works best.)
  6. Enter the names and email addresses of the users you want to add. 
  7. Save the file as a CSV file. (You may want to save it with a new filename.)
  8. Drag the file to the shaded area in the dialog box or click the link to upload the file. 
  9. Optionally select Groups for the users to be a member of and Folders for the users to have access to.
  10. Optionally hover over a user row and click the gear icon (Gear icon.png) to configure other user settings for that new user or click 3 dots button and then click Select User Settings for All Rows to configure other user settings for all new users. See the Managed Users Tab section of Users & Groups Settings for details.
  11. Click Save.

Once you create the users, you can additionally configure the user accounts.

Legacy Design Differences

  • In step 3, click Bulk Add (Bulk Add button).
  • In step 4, the link is Download formatted template, and the file is an Excel spreadsheet file.
  • In step 6, you can also enter Groups, Storage, and Restrict external collaboration options as follows:
    • Groups - Either the word "none," or one ore more user group names, separated by semicolons.
    • Storage - Either the word "unlimited," or a number that represents the amount of gigabytes (GB) of pooled storage allotted to the user account.
    • Restrict external collaboration - Either the word "enabled" or the word "disabled."
  • In step 7, save the file as an .XSLX file. Note that if the data in any cell is not entered or formatted correctly, the user account will not be created.
  • In step 8, click Upload file and then upload the saved file.
  • You will not perform step 9.
  • In step 10, you can select 2 configuration options, Shared contacts and Enable Box Synch, for all new users in the checkboxes beneath the table. See the Managed Users Tab section of Users & Groups Settings for details.
  • In step 11, click Okay.

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