Sharing Files

Note:  Remember that you must log into UTBox to manage these settings via the online interface.  The changes will then apply to folders/files synced to your desktop.

When you click Share to the right of any file or folder in your enterprise Box account, a link will appear (under the file or folder) that you can use to share the file or folder with recipients. You can choose from a list of access options and/or invite collaborators and set their permission levels by using the Access drop-down list to the right of the link. After you have set the access level, you can either use Box to email the link to recipients by clicking Send and then entering the addresses, or you can copy-paste the link into an email or text message, message board, or whatever means you choose. If you want to share one file, generate a link for just that file. If you want to share more than one file, put the files in a folder and generate a link for that folder.

If you no longer want others to be able to use the link, you can disable the share link, which unshares the file, making it available to only you and any specific collaborators you have set. Do this by clicking the arrow to the right of the file or folder, selecting Share, and then clicking Disable Shared Link.

• Access levels:
• Open: Allows anyone who has the link to access the file or folder
• Your Company: Allows anyone who has the link and is within the UT domain to access the file or folder
• Collaborators Only: Allows access only to invited collaborators
• No Link:  Disables link so only Collaborators you have specifically invited will be able to access the file or folder

• Set custom URL: Available on all access levels, a custom URL allows you to name a link so it is quickly identifiable. Click Set Custom URL, and you will be prompted to enter what you wish the URL to be; for example, to make a resume available to potential employers, you could make the URL "utexas.box.com/JaneDoeResume". Then click Save.

Note: Custom links must be unique in the entire enterprise UTBox space.

• Password protection: This option is available on the Open access level. If you share a link with people outside UT, you can set a password to have a higher level of security. Click Set Password, type a password of your choice, and click Save. Others will be prompted for the password before being able to see the file or folder.
• Restrictions: For both the "Open" and "Your Company" access levels, you can control whether others can download the file or folder, or only preview it.

To allow only the ability to preview, click Set Restrictions, and then check Turn download off.

• Expiration: For all access options, by clicking Set Expiration, you can set a date when the file or folder will no longer be accessible ("Unshare On"), and a date on which the file or folder will automatically be deleted ("Delete On"). To set one of these dates, click the calendar icon in the appropriate field and select a date from the pop-up calendar.