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Assigning a Default Box Folder to a Teams Channel or Chat

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Box automatically creates a default folder structure to manage your Teams content.  This includes:

  • A folder for each Channel to which you belong; every file shared in that channel, by any member of the Channel, automatically saves to that default Box folder.
  • A folder for all the content you share in your chats; every file you share in a chat saves to that folder.

However, if you don’t want to use either of the default folders Box provides, you can choose another existing folder, or create a new folder, to store shared Channel and chat content.  This gives you the flexibility to manage and secure the content you share via Teams as best fits your organization’s processes and retains any pre-existing standardized folder structure.  In all cases – Box’s default folder or your own default folder – click the Box Files tab in your Teams interface to access your Box content.

 

Notes:
  • Because all Channel members use the folder you select, you must be a Team owner to establish a custom default Channel folder.
  • To designate an existing folder, for which collaboration is unrestricted, as the default Channel folder (instead of creating a new folder), you must be an owner, co-owner or editor of that folder.  If, however, collaboration in the folder is restricted, you may not have access to the folder.

 

Important:  You can change the default Box folders even for existing Channels and chats that already map to default Box folders.  If you do this, all content previously-existing in the “old” Box folder remains in that folder.  You must use the Box Web app manually to move such pre-existing content into your newly-designated folder.  (Or archive or delete the content.)  Then you can delete the original folder. 

 

To map a custom Box Channel folder

  1. Towards the top of the Teams interface, right-click the Box files tab.
  2. In the menu that displays, click Settings. The Box Channel Destination Folder window opens.
  3. Box displays the path of the default Channel folder.  To designate a different folder, or to create a new one, click Change.  Your Box folder structure displays.
  4. Do either one of the following:
    • To create a new folder, toward the top righthand corner click the plus sign.  Then click New Folder.  At the prompt, type in a name for the folder.  Then click Create.NewFolder.pngNewDefaultFolderName.png
    • To designate an existing folder as the default, navigate to the folder you want and click the adjacent circle to select it.SelectAFolder.png
  5. In the lower-righthand corner, click the check mark.

Now each time a Channel member uses the Box icon in the bottom system tray to upload or share content, that content uploads into the folder you just mapped.  And you can access the content in this folder by clicking the Box Files tab in your Teams interface.

 

Notes:
  • If the Channel includes people who do not have access to the folder you map, Box automatically adds those people as collaborators into the folder.
  • Any people who were collaborators in the folder before it was mapped will remain as collaborators even if they aren’t part of the Teams Channel.
  • Box displays your mapped default folder (but not any of its subfolders) in the Files page for Channel members who have permission to access your default folder. Box displays those subfolders – but not the parent default folder – in the Files page for Channel members who lack permission to access the default folder.

 

If at some future point you delete a Team or Channel, all Team users can continue to use Box to access the default mapped folder and its contents.

 

To map a custom Box chat folder

  1. Open a Teams message.
  2. Right-click the Box icon and then click Settings.  The Set up Chat Folder window opens.
  3. Click Change.  A new window opens that displays the path of a default chat  folder.  To designate a different folder, or to create a new one, click Change.  The Box Folder Picker displays.
  4. Do either of the following:
    • To create a new folder, toward the top righthand corner click the plus sign.  Then click New Folder.  At the prompt, type in a name for the folder.  Then click Create.
    • To designate an existing folder as the default, navigate to the folder you want and click the adjacent circle to select it.
  5. Click Save.

From this point forward, all shared content in any one-on-one or group chats are stored in this folder for this user.

 

Important:  Depending on how your Box Admin has configured this integration, you may not be able to create a default chat folder at the Files level.  If this happens, follow the Box prompts to create or select another default chat folder.

 

Using the Box API to Map Folders

If you're a Box admin, the Box API enables you to map channels or teams in Microsoft Teams to the folder of your choice in Box.  The Box API:

  • maps channels or teams, but not the root-level folder, and
  • cannot map chats.

To learn more about using the Box API to map your enterprise's Box for Teams folders, first see this article, then this article.

 

 

Related Links

Introducing Box for Microsoft Teams

Logging in to Box for Teams for the First Time

Using Box for Teams

Deploying Box for Teams in your Enterprise

Understanding how Content and Thumbnail Permissions Control What People See

Box for Teams FAQ

 

 

 

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