What is a UIS Box Team folder?
Box Team folders are a great way to manage and organize unit documents - and are critical for business continuity. What makes them unique is that they do not belong to a single user; they are owned by the UIS Box Administration account. This means that as users leave UIS/change roles, their files remain safe and continue to be accessible by others. Team folders also provide protection for deleted files (which go into the UIS Box Administration trash and can be recovered within 30 days).
How do I request a Box Team folder?
Fill out the Box Team Folder Request form with the name of your Box Team folder and at least 1 person who should be an administrator (which shows up as the role of co-owner) of the folder. That person will be able to add folders/subfolders and grant access to others as needed.
What happens to content that is deleted from a Box Team folder?
The content is stored in the Trash for 30 days. Both the Box Team folder co-owner and the person who deleted the item can view/access/restore this content within 30 days.
Can I move content that is already in my Box account to a Box Team folder?
If you are an owner or co-owner of the folder, yes, you can move the content from a 'regular' Box folder to a Team folder. However, if you have a different role (Editor, for example), you will not be able move the content. You will need to reach out to the content owner. If the content owner is no longer with UIS, please have the content owner's supervisor submit a ticket to ITS and we can move the content.
How do permissions work in Box Team folders?
Permissions work exactly the same in Team folders as they do in regular folders. Permissions flow down. Anyone who has access to a top level folder has access to the folders and content inside that folder. If a folder is moved to a Team folder, the permissions move with the folder.
Are there any best practices for organizing Box Team folders?
Yes! Please keep permissions in mind when structuring your Box Team folder. Since permissions flow down, plan your folder structure accordingly. For example, in our ITS Team folder, we have a series of subfolders: one for All Staff that everyone in ITS has access to, one for each team that only those team members have access to, one for Public where we store documents/files that are appropriate for anyone to access (like workshop handouts).
We also recommend that you name upper level subfolders with the naming convention UIS Team Folder. Because not everyone will have access to the topmost folder, this allows them to easily identify these folders as team folders. For example, in ITS, our topmost folder is named UIS ITS Team Folder. Inside that folder are our individual team folders named UIS ITS Client Services Team Folder, UIS ITS System Support Team Folder, etc.
Workshop Recording
Link to 30-minute workshop recording