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Managing a User's Files and Folders

content manager , Admin Console

Content Manager enables Admins to access content owned by the organization's managed users, where Admins can preview, download, manage the collaboration of, and share a user's files.

You can also:

Admins can enforce file and folder restrictions through the use of classification management. Admins and co-admins can add, edit, and remove classifications for files and folders.

View a user's files and folders

  1. Go to Admin Console > Content.
  2. Select the Content Manager tab.
  3. In the text field above the list of users, type the name or email address of the user.
  4. Select the Expand control (Expand) next to a user's name.

Admins can navigate the structure of the folders that the user owns or has access to under the user's name, or navigate the folders and view the files in the folders in the file list on the right.

For files and folders in the list, Admins can:

  • Preview a file by selecting it.
  • View and edit folder settings by selecting the ... icon then Folder Settings.
  • View and manage permissions of file and folder collaborators by hovering on the file or folder and selecting Manage Collaborators (Manage Collaborators) or selecting the item on the list and selecting Manage Collaborators from the top action bar.
    • Manage collaborators action appears only for files and folders that have been shared.
  • Download a file or folder by hovering over the row and selecting Download (Download).  The limit for folders is 50 GB or 10,000 files; whichever is first.
  • Invite new collaborators, send a shared link, create or remove a shared link for, and change shared links settings for files and folders by hovering on the file or folder and selecting Share (Share), or by selecting the item on the list and selecting Share from the top action bar.
  • Trash a single file by hovering on the file and selecting Trash (under More Options …), or by selecting the item on the list and selecting Trash from the top action bar (under More Options …).
  • To trash files and folders in bulk, select the content then the More Options... button at the top of the page, then Trash.

Note: For security purposes, if a managed user is collaborating on content owned by an external user, an admin cannot use Instant Login or Content Manager to access this content.

View and edit folder settings

  1. Go to Admin Console > Content.
  2. Select the Content Manager tab.
  3. In the text field above the list of users, type the name or email address of the user.
  4. Select the user and your desired folder, then select the ... icon and Folder Settings.
  5. The sections which can be edited are: 
  6. Select Save once complete and the folder settings will update.

General

Additional information is also displayed, including the owner, size, and date created.

Collaboration

Invitation Restrictions

  • Only Owners and Co-owners can send collaborator invites: Set restrictions on who can send invitations.
  • Restrict collaboration to within Box Corporate: This setting is inherited from enterprise settings so it may appear greyed out.
  • Allow anyone who can access this folder from a shared link to join as a collaborator: If enabled, any user who accesses this folder using a shared link will be able to join as a collaborator. Any permissions and restriction placed on the shared link will still apply. Users can join with editor or viewer permissions.

Commenting 

  • Disable commenting for this folder: This also hides any comments that are currently in the folder.

Shared Link Access 

  • Only collaborators can access this folder via shared links: Set whether collaborators can access files and folders, only folders, or only files via shared links. 

Collaborators 

  • Hide collaborators and their activity from non-owners: When enabled, only the folder owner and co-owners see who collaborators are and the actions they have taken. This removes the ability for non-owners to invite collaborators. 

Email Options

Uploading 

  • Allow uploads to this folder via email: Allows anyone with the relevant email address to upload to this folder. Note that not all email providers support encrypted transmissions, which can pose a security risk when uploading sensitive content. When enabled, you can restrict email uploads to collaborators only. 
  • Overwrite files within the same name when uploading by email or widget

Email and Notifications 

Select either:

  • Use my default notification settings, or
  • Override default settings for this folder and all subfolders: Notifications can be sent when someone previews, downloads, uploads, deletes, or adds a comment to content. When enabled, all email notifications for collaborators can be disabled.

Log in as a user

Admins and co-admins with requisite permissions can log in as a user by: 

  1. Navigating to the Admin Console. 
  2. Selecting Content. 
  3. Selecting Log in as User from the top of the page. 

This enables you to view the account of the selected user, including all of their files and folders. 

Generate a Files and Folders Report for a user

  1. Navigate to the Admin Console. 
  2. Select Content. 
  3. Select the user from the Content page. 
  4. Click Create Report at the top of the page. 
  5. A pop-up will display, confirming you want to generate a report with information about all of the selected user’s folders and files. Click Create. 
  6. Once complete, the report will be available in your Reports folder. 

Generate a Files and Folders Report for an active folder

  1. Navigate to the Admin Console. 
  2. Select Content. 
  3. Select the user whose folder you want to create the report for. 
  4. Either: 
    • Select the ... button when hovering over the relevant folder and click Create Folder Report, or 
    • Select the ... button at the top of the page, then click Create Folder Report 
  5. A pop-up will display, confirming you want to generate a report with information about all of the folders and files in the selected folder. Click Create. 
  6. Once complete, the report will be available in your Reports folder.

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