Comparing the current and earlier versions
Isn’t there already a Box File Request feature?
Yes. But the new File Request experience represents a significant enhancement, including a new UI, requesting mandatory and optional information using metadata, and much more, as illustrated in this table:
| FEATURE | DESCRIPTION |
|---|---|
| Role-based access | Folders owners, co-owners, and editors have access to File Request by default. This update is consistent with Box permissions, which provide full read/write access to folder editors. |
| Metadata-driven form fields | Add fields from any metadata template in your enterprise to capture additional information with every file submission. |
| Set metadata as required/optional | Require metadata entry with each file upload and capture structured data with each file upload. This makes it easier to search, organize, and trigger workflows. |
| Multiple upload zones | Create a clear, structured experience for your form recipients and eliminate back-and-forth time on incomplete submissions. |
| Simple user experience | Your recipient can easily drag and drop files, resume large file uploads, and more. |
| Expiring links | Disable the link on a particular date to close submissions. Re-enable to resume submissions via the same link when you're ready. |
| Admin settings | Admins can control permissions for the enterprise (such as whether to allow editors), including the ability to turn off the feature. |
| Save changes | All changes to the file request save back to the same URL. |
| Shorter URL | Short URL resembles other shared links in Box. |
Is there functionality in the earlier version of File Request (v1) that is not in File Request (v2)?
File Request v2 is an enhancement of everything you can do in version 1, with these minor exceptions:
- External collaborators can no longer create a File Request link
- Personal Pro accountholders could access File Request v1 but cannot access File Request v2
What about links to an existing, older File Request?
All links created using the earlier version of File Request remain live and usable. We encourage you to use the new File Request experience, however, as it is much more fully-featured and provides a better experience.
What about existing, older upload embed widgets?
Existing widgets embedded on web sites continue to work. We encourage you to use the new embed widget in File Request v2, as it is an enhanced experience.
Creating a File Request
Can I use File Request to upload folders?
No. You cannot upload folders via file request page -- only files.
Can I map multiple upload zones to different folders?
Not at this time. Box stores all files in the same folder.
When a File Request is created will the expiration time of its link abide by the enterprise setting for shared links?
No. File Request is configured and operates independently from shared links. That’s because File Request does not share any of your enterprise's content outside your organization. It only enables some individuals – editors or owners – to request content be uploaded into the folder. It provides no visibility to any of the files already stored in the folder.
I’m done collecting content! How do I delete my File Request form?
See Using File Request to get Content from Anyone for instructions on disabling the File Request link and deleting the request entirely.
Can I turn a File Request on and off?
You can disable individual links. To do this, select the folder that has the File Request link enabled, click the ellipsis (...) , and then click File Request. When the File Request window opens, click to move the slider to disable the link.
Can I view all of the file requests I’ve created that are active?
Yes, Admins can generate a user activity report to see who has created, edited or deleted a File Request, and in which folder. Please note that the report only displays file requests generated on or after June 4, 2020.
What if there are one or more features I want to add to the new File Request experience?
Please add a Pulse request with a use case. You can also contact your Box account team.
Receiving submissions
How am I notified when someone responds to my file request and uploads content?
You can turn on notifications for file upload via your folder settings. In Box, hover over the row displaying the folder, click the ellipsis (…), and navigate to Settings > Email and Notifications.
Does File Request validate the email addresses of submitters?
Yes. You can configure File Request to require that anyone uploading content log onto their Box account – or create one if they don’t have one – before they can submit their files. In this way Box automatically captures and validates the email of the person uploading content. Box Admins can enable this setting enterprise-wide. Or they can leave it to each individual to enable this setting on their File Request forms.
Can someone upload the same file twice in an upload zone?
No. It's not possible to upload the same file more than once in a single submission.
What if I get multiple files with the same name uploaded via File Request?
Box appends a UTC time stamp to any file uploaded with a duplicate name.
Metadata
Can I use more than one metadata template per File Request?
Yes, but you can only use one template at a time -- in other words, you can replace one template with another on the same File Request. For example:
- You create a File Request using metadata fields from template A.
- Subsequently, you decide you want to solicit metadata from template B.
- Go back to your File Request, clear template A and then select template B.
Earlier content submissions made via template A are not impacted. New submissions write to template B.
What happens if there is an update/delete to a metadata template used in an in-flight file request?
All metadata for the file may be lost, although Box reports the file request is successful. After a metadata template is updated, to prevent loss of file metadata during a file request, the file requester must manually clear the old metadata template and add the new one.
For Admins
How do I report on who in my organization is creating File Request forms, how many are in use, and so on?
You generate a user activity report to identify who has created, updated, or deleted a file request in your enterprise. To do this, from your Admin Console, navigate to Reports > Create Report > User Activity, and in the Action Types section scroll down to the File Request. However, you can only report on File Request activity dating back to June 4, 2020. Also, you can report only on requests using the revised version of File Request.
How does File Request interact with IP allow lists?
File Request links do not follow the IP allow list protocol defined by your organization. They can be accessed from any IP address.
Does File Request work if a non-BVE enterprise sends a file request to an enterprise that has blocked app.box.com?
No, this is currently not supported and is not prioritized on our roadmap. We will constantly assess the need as we get more feedback from customers.
Does File Request work if the user creates it in non-BVE and the the tenant changes the setting non-BVE to BVE?
No. When the File Request link is generated, it is using a non-BVE URL (app.box.com) and when you enable BVE, the organization root URL goes ent.box.com. The File Request isn't updated when you enable BVE. The workaround is: Take the non-BVE URL (app.box.com) and manually change it to a BVE URL (app to ent) for the link to work.
What if someone uploads malicious content?
A link could be shared with unknown collaborators. However, you can expire or disable it as needed. Further, your enterprise may already have malware scanning turned on for uploads, either via Box Shield or a 3rd-party provider, to mitigate this risk. And you can require a Box login prior to submitting any content, which further discourages malicious actors.
Are there any APIs for File Request, and what can I do with them?
There are a range of File Request APIs that together give developers the power to create new file requests based on an existing file request, update file request settings, activate and deactivate file requests, and delete file requests programmatically. For example, you can leverage the API to effectively create a template from an existing File Request and programmatically apply that same File Request to large numbers of folders.
For details, consult the Box File Request user guide and use cases, as well as the Box developer API Reference.
Related Links
Using File Request to get Content from Anyone
How Content Submitters View and Use File Request
Administering Box File Request
Understanding Collaborator Permission Levels