Box Status
Print

Folders and Files Report

Overview , Reporting , Article , Account Administration , Established

The Folders and Files report contains information about the content in your Box account. Business Plus and higher accounts can filter Folders and Files reports by user, group, or folder. You can define filters for the Folders and Files report before you can run it.

Note

New files and folders will take up to 24 hours to appear in Folders and Files reports.

Folders and Files Report Details

  • File format: comma-separated value (.csv) file
  • Filename format:folder_and_file_tree_run_on_YYYY-MM-DD-HH-MM-SS_Page_#.csv
  • Folder name format (each report run is placed in its own folder):Folder and File tree run on YYYY-MM-DD HH-MM-SS
  • 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.

Folders and Files Report Data Columns

This section describes the data columns that are generated in Folders and Files 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.

Note

Files can have multiple metadata templates applied and can also have multiple Retention and Legal Hold policies applied. To prevent Folders and Files reports from getting too long, metadata and Retention/Legal Hold data columns are mutually exclusive: you cannot select any of the Governance (Data Retention Policy, Retention Start Date, Disposition Date, Disposition Action, or Legal Hold Policy) columns and the Metadata column together for inclusion in a Folders and Files report. 

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

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

  • File
  • Folder
Size

The size of the item in:

  • B (bytes)
  • KB (kilobytes, or 1024 bytes)
  • MB (megabytes, or 1024 kilobytes)
  • GB (gigabytes, or 1024 megabytes)

The size of a folder is the total size of all items in the folder and all its subfolders.
Created The date, in UTC, that the item was created. See Understanding Box File Timestamps for details on the Created date.
Last Modified The date, in UTC, that the item was last updated. See Understanding Box File Timestamps for details on the Last Modified date.
Uploaded The date, in UTC, that the item was uploaded to Box. (Folders do not have an upload date.) See Understanding Box File Timestamps for details on the Uploaded date.
Data Retention Policy

For folders, lists all Retention policies applied directly to the folder, but not any Retention policies inherited by the folder.

For files, shows the "winning" Retention policy that applies to the file, that is, if multiple retention policies apply to the file, the retention policy that takes precedence. See About Retention and Retention Policies for details.

Note

If you select this data column, you cannot also select the Metadata data column.
Retention Start Date

The date, in UTC, on which a retention policy was applied to the file.

Note

If you select this data column, you cannot also select the Metadata data column.
Disposition Date

The date, in UTC, on which a retention policy will take disposition action on the file.

Note

If you select this data column, you cannot also select the Metadata data column.
Disposition Action

The retention policy disposition action on the file. Values in this field can be:

  • None
  • Permanently delete content

See Governance Settings for more information about disposition actions.

Note

If you select this data column, you cannot also select the Metadata data column.
Legal Hold Policies

For folders, lists all Legal Hold policies applied directly to the folder, but not any Legal Hold policies inherited by the folder.

For files, lists all Legal Hold policies applied to the file.

Note

If you select this data column, you cannot also select the Metadata data column.
Metadata

Lists all of the metadata templates applied to the file or folder, but not any custom/ad-hoc metadata. For each template, shows the name of the template and the name of every field in the template and the value of each field for the file or folder in JSON format.

Notes

  • If you select this data column, you cannot also select any of the Data Retention Policy, Retention Start Date, Disposition Date, Disposition Action, or Legal Hold Policies data columns.
  • The templateId in the JSON data is the equivalent of the templateKey listed on the metadata template page.

When you run the Files and Folder report, the Data Retention Policy and Legal Hold Policies columns will contain data up to 48 hours prior to the report being generated.

Folders and Files Report Filters

You can filter the Folders and Files Report by user, group, or folder. The default selection is all users, groups, and folders in your enterprise, or you can use the filters to select specific users, groups, or folders in the report as described below.

Filter Description
Users or Groups Optionally enter one or more names of managed users or of user groups to limit the Folders and Files report to only files and folders owned by those user and groups.
Select Folders

Optionally allows you to select a single folder to be included in the report (as well as all its subfolders). The default is all folders within your organization.

Click button_select_folder_reports.png to select a single folder for the report. Then either:

  • Enter a folder ID or all or part of a folder name in the Search field, press Enter to search for folders, and then select a single one.
  • Enter all or part of a managed user's name in the Filter By User field, select a matching managed user from the drop-down list, and then select a single folder owned by that managed user.

Related articles