User Details reports provide a range of data about every user in your organization (name, emails, groups, collaboration permissions, and so on). This includes identifying whether and how many of the users in your organization are unmanaged. More information on running the User Details report.
Managed users, of course, are your “official” Box users, people with licensed Box accounts that belong to your enterprise and who are subject to your organization’s security and compliance policies. Unmanaged users, however, use unpaid personal Box accounts to collaborate on your company-owned content. Although they are within your organization’s managed domain, they do not belong to your Box enterprise; their Box accounts are unlicensed. Most important, unmanaged users increase your security and compliance risk because their accounts are not constrained by your enterprise's Box security policies.
With the help of the User Details report, you can identify your unmanaged users and close this security gap by inviting them to become managed users. Then after you do that, you may wish to remove any unwanted domains to which any unmanaged users belonged. Converting unmanaged users and removing unwanted domains.
The User Details report does not specifically call out external users. External users don’t belong to your enterprise (that is, they are not employees or in-house contractors) but do collaborate on content owned by managed users. External users could be either managed or unmanaged.
Notes
- Only Admins and Co-admins can run a User Details report. Group Admins cannot run this report.
- You can also get a user report by navigating to Users & Groups > Managed Users tab and clicking Download Report. However, we recommend generating this and all other reports from the Reports page (Admin Console > Reports > Create Report), where you can customize the report output.
See User Details Report Data Columns for more information about what's contained in User Details reports.
You must define filters for the User Details report before you can run it. See User Details Report Filters for more information.
User Details reports are created as comma-separated value (.csv) files that list users by last name in alphabetical order. The filenames have the format user_details_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv and each report run is placed in its own folder with a folder name of the format User Details
run on YYYY-MM-DD HH-MM-SS.
User Details Report Columns and Filters
This section describes the data columns that are generated in User Details reports and the filters that you can configure to run User Details reports.
User Details Report Data Columns
This section describes the data columns that are generated in User Details reports. You can select which data columns appear in the report. All columns are selected by default, and the columns marked with an asterisk and grayed out in the dialog box are required.
Columns noted with a * contain data only for managed users.
| Data Column | Description |
|---|---|
| (User) Name | The value in the Name field in User Account Details. |
| (User) Email | The value in the Email field in User Account Details. |
| Secondary Emails* | Any values in the Other emails field in User Account Details. |
| Groups* | Any groups that the user is a member of. |
| Restrict external collaboration* |
The value in the Restrict external collaboration field in User Account Details. The value can be one of:
|
| Status* |
The value in the Status field in User Account Details. The value can be one of:
|
| Storage Used (MB)* | The amount of storage used by the content that the user owns. |
| Last Password Change* | The date of the user's last password change. |
| Storage Policy* |
The zone in which the content that the user owns is stored. This column appears in User Details reports only if you have Zones enabled for your enterprise. |
| Last Login* | The date of the user's last login, including logins for the Box web application in a browser, Box Drive, and the Box mobile app. |
| User Type |
The type of user. The value can be one of:
|
| Managed User Permissions* | List of the User Access Permissions enabled for the user in User Account Details. |
| Co-admin Permissions* | If user is a Co-admin, list of the Co-Admin privileges enabled for the user in User Account Details. |
User Details Report Filters
| Filter | Description |
|---|---|
| User Type |
Optional. Allows you to select one type of user that the report will contain details of. Select from:
Note If the User Type filter is not displayed, please contact Product Support. |
| Users or Groups |
Optional. Available only when you select Managed users from User Type. Enter one or more names of managed users or of user groups to limit the User Details report to details of those users. |
| Last Login |
Optional. Available only when you select Managed users from User Type. Allows you to limit the report to only users whose last login in within defined time period. Select from:
|