Adjusting the Number of File Versions to Preserve

To adjust the file version limit:

1. Open your Admin Console.
2. In the lefthand navigation, click Enterprise Settings. The Custom Setup page displays.
3. Scroll down to the File Version Limit section.
4. In the Number of File Versions box, click the down arrow and select the number of previous versions of files you want Box to keep track of and make available.

• The maximum number of file versions Box allows depends on the Box account type. By default, Box retains the maximum number of file versions allowed.
• Personal Free - Unavailable
• Personal Pro - 10 Versions
• Starter - 25 Versions
• Business/Business Plus - 50 Versions
• Enterprise - 100 Versions
• If your organization uses Box Governance, you also see an option to preserve an unlimited number of prior file versions. This option is active by default. If later you want to revert to saving a finite number of file versions, clear the Unlimited check box. The Number of File Versions list displays, and you can then select the number you want.

5. Click Save to save your changes.

Note: Although Box no longer offers the Elite account level, existing Box Elite customers can still access an unlimited number of file versions.

Tip: When Box displays the number of file versions, it does not include the most current version of the file. There will always be 1 more version of a file than Box lists. For example, even if you limited the number of file versions to 1, you would still have 2 versions of the file:

1. The current version
2. The most recent prior version

Understanding how file version limits can affect Box Sign

While setting file version limits can be an excellent tool to balance compliance, storage management, and operational needs, it is important to understand how it may impact the reliability of Box Sign signature requests.

Box Sign relies on the specific Box file version associated with each file in an active signature request. During an active signature request, Box Sign automatically uploads newer versions of the files any time progress is made on the signature request. For example, any time signatures, initials, or other fields are applied to a signature request and the request moves to the next recipient, a new, updated version of the files are automatically created. 

If your enterprise has highly restrictive file version limits, these new file versions in Box Sign can quickly exceed the limit. When this happens, Box's version control system automatically deletes the oldest versions to stay within the limit. If the original file version is deleted before the signing request is fully completed, Box Sign loses a reference point, which can negatively affect the signature request, resulting in errors when signers attempt to access the file.

Best practices

• Avoid extremely low file version limits. A version limit of 2, for example, is too low for enterprises actively utilizing Box Sign with multiple signers and signature request fields.
• Set a higher limit or keep it unlimited. To mitigate errors and business process interruptions associated with Box Sign signature requests, we recommend that  Admins set a higher file version limit (for example, 10 or more) or keep it unlimited. This should provide a safe buffer for multiple file versions created during a signature request.