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Shared Links Report

Overview , Reporting , Article , Account Administration , Established

The Shared Links report lists all active shared links created for files or folders in your Box account. This report is useful when you want to see what content in your enterprise has been shared. You must define filters for the Shared Links report before you can run it. See Shared Links Report Filters for more information.

If you would like to report on Custom URLs attached to content in your enterprise, see Reporting on Custom URLs.

Shared Links Report Details

  • File format: comma-separated value (.csv) file
  • Filename format: shared_links_run_on_YYYY-MM-DD-HH-MM-SS.csv
  • Folder name format: n/a, each report run is placed in the Box Reports root folder
  • Filename and folder name time zone: the local date and time of the admin who ran the report or who set up the report schedule.

Shared Links Report Data Columns

This section describes the data columns that are generated in Shared Links 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.

Data Column Description
Item Owner Login* Required. The value in the Name field in User Account Details of the owner of the item.
Item ID A number that uniquely identifies the file or folder.
Item Name* Required. The name given to the file or folder.
Path The path to the file or folder from the root of your Box instance.
Shared Item Type

The type of item shared. Values in this field can be:

  • file
  • folder
  • web_link (represents a bookmark)
Shared Link Status

The status of the shared link. Values in this field can be:

  • Open - The shared link is publicly accessible and no sign in is required.
  • Collaborators - The shared link is available only to people who are invited as collaborators to the item.
  • Company - The shared link is available only to people in your company
Derived Status (calculated value)

The derived status of the shared link precedes the original shared link status. It includes cases of sharing a file or folder that is controlled by an enterprise setting, individual setting, or an account setting. Values in this field can be:

  • Open - The shared link is publicly accessible and no sign in is required.
  • Collaborators - The shared link is available only to people who are invited as collaborators to the item.
  • Company - The shared link is available only to people in your company

If there is no action that overrides a shared link status, the value displayed in Shared Link Status and Derived Status will be the same.
Shared Link URL* Required. The Box-generated URL of the shared link.
Custom URL The custom URL, if any, of the shared link. The value is None if no custom URL.
Password Set

Whether a password is required to access the item. Values in this field can be:

  • Yes
  • No
Created Date The date, in UTC, that the shared link was created.
Expiration The date, in UTC, that the shared link expires. If no expiration date, the field is blank.
Permissions

The permissions for the shared link. Values in this field can be:

  • none - for links shared with Invited people only; in this case, permissions are not defined in the shared link dialog box, but are inherited from the collaboration invite. 
  • preview - for links shared with People with the link or People in your company and the Can view only permission selected.
  • preview and download - for links shared with People with the link or People in your company and the Can view and download permission selected.
  • preview, download, and edit - for links shared with People with the link or People in your company and the Can edit permission selected.
Note
Restrictions applied at enterprise, folder, and user level are visible only in the Derived Status column.



Shared Links Report Filters

This section describes the filters that you can configure to run Shared Links reports.

Filter Description
Owner Optional. Enter one or more names or email addresses of managed users or of user groups to limit the Shared Links report to specific owners of shared links.
Expiration Date

Optional. The date range in which shared link expiration dates are set.

  • Custom Range (and then select a start and/or end date)
Created Date

Optional. The date range in which shared links were created. Select from:

  • Last Day
  • Last Week
  • Last Month
  • Last Years (and then select a number of years from 1 to 7 or All Time, which is as long as you have had an account tariff with reporting access)
  • Custom Range (and then select a start and/or end date)

If you do not select a date range, the value used will be Past Years > All Time, which is equivalent to 7 years, or as long as you have an account tariff with reporting access if less than 7 years.
Shared Link

Optional. Enter a specific shared link URL to get a report on that shared link.

 

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