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Box Hubs Frequently Asked Questions

Troubleshooting , Admin , Product Utilization , Box Hubs

Product basics

Creating, editing, and deleting Hubs

Content, builder, and pages

Permissions and access

Sharing and external collaboration

Copying Hubs

Embedding and API

Administration

Box AI for Hubs

SharePoint comparison

Limitations and known issues

Troubleshooting

 

 

Product basics

What are Box Hubs?

Box Hubs are content portals that let you curate, organize, view, and share Box content in a centralized experience. A Hub brings together files, folders, links, and supporting context so teams can find information, understand it, and act on it without navigating many separate folders.

 

Which plans include Box Hubs?

Box Hubs are available for Enterprise plans and above. Box AI for Hubs is available for Enterprise Plus and Enterprise Advanced plans.

 

What are common Hub use cases?

Common examples include:

  • Employee onboarding resources
  • Project knowledge bases and workspaces
  • Team sites with policies, recordings, and reference materials
  • Company asset libraries and content playlists
  • Sales and marketing enablement portals

 

Does adding content to a Hub duplicate the files?

No. Hubs curate and present existing Box content. The same file or folder can appear in multiple Hubs without creating separate copies of the source content.

 

Can I set the Hubs gallery as my Box home page?

Yes. Open Account Settings > Account > General Options and choose Hubs as the Home Page.

 

Does Box Hubs work on mobile?

Box Hubs does not work on mobile. The Box Embed Widget is also not optimized for mobile browsers.

 

 

Creating, editing, and deleting Hubs

How do I create a Hub?

In the Box web app:

  1. Open Hubs from the left navigation, or click the plus icon next to Hubs.
  2. Select New Hub.
  3. Enter a name and optional description.
  4. Add files, folders, and content blocks.
  5. Save and publish.

If you omit a name, Box auto-populates Untitled Hub with a date and time. Descriptions are optional and are limited to 2000 characters.

 

Who can create or delete a Hub?

Only Hub Co-owners can create or delete Hubs. Editors can build and publish Hub content but cannot create, delete, or manage Hub settings.

 

What happens when I delete a Hub?

Collaborators lose access to the Hub experience. The source files and folders in Box are not deleted. Deletion cannot be undone.

 

How do I edit a Hub?

Open the Hub from the gallery and select Edit. You need Co-owner or Editor permissions. Use the Add Block panel to insert content, then save your changes.

 

Can I customize a Hub logo and background?

Yes. Co-owners and Editors can upload a logo and background image from the gallery, Box, or a device. Accepted formats are JPG and PNG under 5 MB. Box recommends a square logo and a background with about a 5:1 aspect ratio and a minimum width of 1600 px. Center-aligning the logo also center-aligns the Hub name and description.

 

 

Content, builder, and pages

What content blocks can I add?

Available block types include:

  • Files and Folders
  • Section Header (up to 100 characters)
  • Paragraph (up to 5000 characters)
  • Link Cards
  • Call Out (up to 5000 characters)
  • Link Preview
  • Divider

You can click or drag blocks onto the page, then move, duplicate, trash, or move them to another page.

 

How do I add files and folders to a Hub?

You can only add files or folders owned by your enterprise, and only content where you are Owner, Co-owner, or Editor.

Common methods:

  • Use the Files and Folders picker in a new or edited Hub.
  • From Files, select items, open More Options, and choose Add to Hub.
  • From an open file, open More Options and choose Add to Hub.

Newly added content appears at the top by default. The source item name does not change.

 

Why can an Editor not add a folder to a Hub?

The folder may have the collaboration restriction Only folder owners and co-owners can send collaborator invites and add this folder to a Hub enabled. When that setting is checked, only the folder Owner or Co-owner can add the folder to a Hub.

Have an Owner or Co-owner uncheck the restriction, add the folder themselves, or elevate the user's folder role if appropriate.

 

What are Link Cards?

Link Cards are visual navigation tiles with a title, description, and optional image. They can link to Hub pages, Box content, Forms, Sign requests, file requests, or external URLs. External destinations show an external-link icon and open in a new tab.

Hub access does not automatically grant access to a card destination. Viewers without permission see the destination's standard access error.

 

How do pages and nested pages work?

Pages create a hierarchy within a Hub. Use the Hub Outline panel to add pages, add nested pages, duplicate pages, drag pages to reorder or nest them, or delete pages.

The home page is always the highest page and cannot be moved. Deleting a page removes its blocks and nested pages and cannot be reversed.

 

How do previews behave inside a Hub?

Most document previews open in an overlay on top of the Hub. Box Notes and Box Canvas open in a new tab.

 

How do I notify collaborators after updating a Hub?

Choose Save > Save & Notify Collaborators, enter a message, and send. Collaborators receive an email with your message and a link to the Hub. The sender does not receive that notification. Choosing Save alone publishes the changes without emailing collaborators.

 

 

Permissions and access

What Hub permission levels exist?

Box Hubs uses four levels:

  • Admin: Enables Hubs for users or groups in the Admin Console.
  • Co-owner: Broadest Hub permissions, including create, delete, settings, content, sharing, and embeds.
  • Editor: Can manage content, collaborators when allowed, shared links when allowed, embeds, and publish, but cannot create or delete Hubs or manage Hub settings.
  • Viewer: Can view the Hub and, depending on settings, share or copy it, but cannot change the Hub.

 

What access do Hub collaborators get to the files inside?

Granting a user access to a Hub automatically gives Viewer permissions to the files and folders in that Hub. That automatic Viewer grant does not apply to external or Box links embedded with Link Preview or Link Cards.

If a folder Uploader is invited to a Hub as Viewer, that person's permissions on the content become Viewer/Uploader.

 

Can I edit source files from a Hub when I open it through a shared link?

No. Even if you have Editor access to some files or folders, opening the Hub through a shared link does not let you edit those items from the Hub level.

 

Who needs a Box account to use a Hub?

Invited collaborators need a Box account on any plan. Hubs can be viewed anonymously when shared through an open shared link.

 

Can content owners remove their files from a Hub?

Yes. Content owners and co-owners can unlink their files or folders from a Hub from the item's Collaborators page Hubs tab by choosing Remove Access.

 

 

Sharing and external collaboration

How do I share a Hub?

Share by inviting collaborators or creating a shared link. Hub settings and enterprise settings control who can create or modify shared links and whether public shared links are allowed. Hubs do not support an editable shared link to the Hub itself.

 

What Hub settings control sharing and collaboration?

Co-owners can configure:

  • Restrict collaboration to within the enterprise
  • Who can copy the Hub: no one, only users in the enterprise, or anyone
  • Who can add or modify collaborators: Editors and co-owners, or only co-owners
  • Who can create or modify shared links: Editors and co-owners, or only co-owners
  • Box AI features for the Hub

Enterprise admins can set defaults and lock some of these options. Greyed-out settings usually mean an admin locked them.

 

What happens when I invite an external collaborator to a Hub?

The external collaborator can view the Hub content. Inviting an external collaborator automatically allows that person to view the files and folders in the Hub, even when those items have an external collaboration restriction. Hubs with external collaborators show a globe icon in the gallery and Hub header.

Shield classifications that block external collaborators can still prevent those users from seeing classified content.

 

Does an external collaborator need Hubs enabled in their own enterprise?

No. They can open the Hub from its URL. If Hubs is not enabled in their enterprise, they cannot open it from their own Hubs gallery.

 

Why does inviting an external collaborator by alias fail?

Box currently requires the collaborator's main email address. Using an email alias returns an error that the person could not be added as a collaborator.

 

Are Hub collaborations listed under External Users in the Admin Console?

No. Hub collaborations are not shown in the External Users tab under Users & Groups.

 

 

Copying Hubs

Can I copy a Hub?

Yes, when copy permission allows it. Open the Hub, choose More Options > Make a Copy, name the new Hub, optionally include files and folders, and confirm.

 

What is included when I copy a Hub?

Included:

  • Hub name and description
  • Pages and page hierarchy
  • Logo and background image
  • Text blocks, embeds, and dividers

Not included:

  • Collaborators
  • Hub settings such as copy permissions, collaboration restrictions, and shared-link settings

Files and folders are optional. Only items where you have Editor, Owner, or Co-owner access are copied. File and folder blocks remain in the structure even when the items themselves are not copied; those blocks appear empty.

 

Can I copy a Hub from another enterprise?

Yes, if the source Hub co-owner allows Anyone to copy. The copy is created in your tenant with the same structure and text layout. Files and folders cannot be copied across enterprises, so those blocks appear empty.

 

 

Embedding and API

Can I embed a Hub in another website or portal?

Yes. Editors and Co-owners can create an embed. Open More Options, choose Embed Hub or Embed Widget, select a size, optionally hide Hubs navigation or gallery access, and copy the iframe code.

Viewers of the embed still need Hub access by invitation or shared link. The Embed Widget is not optimized for mobile browsers and may fail when third-party cookies or cross-website tracking are blocked.

 

Can I embed Box AI for Hubs?

If you are eligible for Box AI with Hubs, the embed experience can include an AI question-and-answer chat mode or a button that launches that chat UX.

 

Is there a Box Hubs API?

Yes. The Box Hubs API can create, copy, update, and delete Hubs, manage contents and collaborators, configure settings, retrieve Hub information, and allow admins to see enterprise Hubs.

 

 

Administration

How does an admin enable Box Hubs?

In Admin Console > Enterprise Settings > Content and Sharing, configure Hubs for:

  • All Hubs users
  • Selected users or groups
  • Everyone except selected users or groups
  • Or disable for all

Selected-user enablement is limited to 100 names or email addresses and 100 groups. For larger audiences, enable or disable Hubs for the whole organization.

Admins can also choose whether Hubs appears in navigation for only creators or for all managed users.

 

Can an admin manage all enterprise Hubs?

Yes. In Admin Console > Content > Hubs, admins and permitted co-admins can review Hub name, creator, views, last viewed, updated date, co-owners, and collaborators. From there they can share, manage collaborators, open Hub settings, or delete a Hub. Co-admin permissions can be limited to viewing, or expanded to manage, share, and delete.

 

Can admins set enterprise defaults for Hub sharing and copying?

Yes. Admins can configure global presets for enterprise-only collaboration, public shared-link restriction, who can copy Hubs, who can manage collaborators, and who can manage shared links. They can also allow or prevent Hub co-owners from changing those defaults.

Shared-link availability and expiration can also be scoped to folders, files, and hubs.

 

What happens if Hubs creation is disabled but Hubs already exist?

Users can still view the Hubs gallery. To disable the product for the entire enterprise after Hubs already exist, contact Box Support.

 

 

Box AI for Hubs

What does Box AI for Hubs do?

It lets eligible users ask questions across the curated files in a Hub and receive summaries and insights with citations. Open a Hub and select the Box AI button, or use the Explore with Box AI option from a collaboration invitation email when the feature is enabled.

 

What are the Box AI for Hubs item limits?

Documented limits include:

  • 20,000 files per Hub
  • 10 million files across all Hubs in the organization
  • Only the first 4 MB of a document's text representation is indexed

When the per-Hub limit is exceeded, Box AI for that Hub is disabled until enough items are removed.

 

How long does indexing take?

Files added to a Hub may take up to an hour to index. Most files index within minutes, but larger Hubs can take longer. Retry after waiting if AI answers seem incomplete.

 

What content types and questions work poorly with Box AI for Hubs?

Supported types include text files and spreadsheets. Spreadsheets embedded inside text files are not supported.

Weaker or inaccurate results are documented for calculations, table structures, counting, metadata such as page numbers or authors, images, video, charts, file-name questions, and some list-style prompts. Non-English prompts can also produce lower-quality results.

 

What should I check if Box AI is missing from a Hub?

Confirm with an administrator that Box AI is enabled, Box AI for Hubs is enabled for the enterprise, the Hub itself allows AI, the account plan supports it, and the user can view the relevant files.

 

 

SharePoint comparison

 

Can Box Hubs fully replace SharePoint for document management and collaboration?

Yes, Box Hubs can serve as a SharePoint replacement for many use cases, particularly for document management, content organization, and secure collaboration. It simplifies content structure, reduces data sprawl, and provides cross-platform access without the complexities of SharePoint sites and subsites. However, organizations relying on SharePoint for intranet pages or deep Microsoft ecosystem workflows may need complementary tools.

 

What is the process for migrating from SharePoint to Box Hubs?

Migrating from SharePoint to Box Hubs follows these steps:

  1. Assessment: Identify content that needs migration and clean up unnecessary files.
  2. Planning: Map SharePoint folder structures, permissions, and metadata to Box Hubs.
  3. Migration: Use Box Shuttle (Box’s official migration tool) or third-party solutions to transfer files while preserving permissions.
  4. Validation: Ensure content integrity, permissions, and metadata are correctly transferred.
  5. Training & Adoption: Educate teams on using Box Hubs efficiently to maximize adoption.

 

How does Box Hubs compare to SharePoint in terms of security and compliance?

Box is built for security and compliance-first content management, offering:

  • Zero-trust security architecture
  • Data encryption at rest and in transit
  • Advanced threat detection (Box Shield)
  • Regulatory compliance (HIPAA, FedRAMP, GDPR, FINRA, etc.)

Unlike SharePoint, where compliance settings require manual configuration, Box provides enterprise-grade security by default.

 

How does Box Hubs handle structured content compared to SharePoint?

Box Hubs organizes content using a centralized, user-friendly structure that eliminates the site sprawl often seen in SharePoint. With features like:

  • Metadata tagging for smarter search
  • Curation of relevant content into Hubs
  • Advanced filtering and AI-powered content discovery

Box Hubs makes it easier to find and manage content without relying on complex folder structures.

 

Does Box Hubs integrate with Microsoft 365 and Teams like SharePoint does?

Yes. Box integrates seamlessly with Microsoft 365, Teams, and Outlook, allowing users to:

  • Edit Word, Excel, and PowerPoint files in Box without downloading them.
  • Access Box content within Microsoft Teams (instead of SharePoint).
  • Send secure email attachments using Box for Outlook.

While SharePoint is natively embedded in Microsoft 365, Box provides a platform-agnostic approach, ensuring flexibility across multiple ecosystems.

 

 

Limitations and known issues

Which major limitations should admins and users know?

Documented limitations include:

  • No mobile Hub experience
  • No version history in Hubs
  • No Shield Information Barriers support
  • No editable shared link to a Hub
  • Curated-content design rather than root-folder storage
  • Instant Login does not work with externally collaborated Hubs owned in another enterprise
  • External collaborators must be invited by main email address, not alias
  • Hub collaborations do not appear in the Admin Console External Users tab

 

How do user or enterprise migrations affect Hubs?

User content migrations can make the files or folders in a Hub unavailable. Enterprise migrations make all Hubs unavailable.

 

 

Troubleshooting

Why can a user not see Hubs in the left navigation?

Confirm that Box Hubs is enabled for the user or group, that navigation visibility includes managed users or creators as intended, and that the user is signing in on the web app rather than a mobile client.

 

Why can a user view a Hub by URL but not in the gallery?

An external collaborator whose own enterprise does not have Hubs enabled can open the Hub from its URL but not from their gallery.

 

Why is Make a Copy missing or greyed out?

Copy permission may be set to No one, limited to the enterprise, or locked by an admin. Contact the Hub co-owner or Box admin.

 

Why can an Editor not create a shared link or embed?

Hub settings may allow only co-owners to create or modify shared links. Enterprise shared-link settings may also block Hub links. Only Editors and Co-owners can create embeds; Viewers cannot.

 

Why did an embedded Hub fail to load?

Confirm the viewer has Hub access, the Hub is shared appropriately, third-party cookies are allowed, and the page is not a mobile-optimized experience that relies on the Embed Widget.

 

 

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