Managing access dynamically for a large group of users

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Bijoy

• February 09, 2023 10:23

Hi,
I am looking for some ideas/tools to manage access to files and folders in Box which a user shares with a large group of users. The access is required only for a few users from the group, but this cannot be pre-determined. We have created a group ID in box adding all from the large group to manage this right now. This is not ideal as most of the members of this large group do not need access and these files and folders stay visible in their All Files view unnecessarily. Is there any way to manage this better without manual overload? 

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  Rona

  • February 10, 2023 00:20
  • Edited

  Hi Bijoy, 

  Welcome to Box Community! 

  Let me assist with your file sharing inquiry. Looks like you're sharing your Box contents to a large group. Are they all signed up to Box? If so, is there a  particular permission that you'd want to grant them with?

  There are two ways you could share your files: 

  • Invite Collaborators 
  • Creating Shared Links 

  Hope it helps! If not, let us know, 

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  Bijoy

  • February 10, 2023 04:53

  Hello Rona, 

  
  Thanks for your response. All members of the group are Box users and go through the two-factor authentication. But the point is, we end up sharing with such a large group since we do not know who among this group would be the one who would actually need access. There is a dynamic and manual assignment process and the person who is sharing the box folder cannot wait for the assignment to provide access to that specific member. In short, my problem is not related to inviting collaborators or creating shared links, but if there are any out-of-the-box solution that can help us manage access to a larger group without creating a folder sprawl for all members. 

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