Box Collaboration

This How to will provide important information to be considered prior to Box migrations.

Files and folder stored within Box could be shared with people/collaborators inside and outside of PSU. You could have been be invited to collaborate on files or folders owned by other Box users or you could have shared your files or folders with others. As you prepare to migrate your files from Box to OneDrive, you will want to take a look at your current collaborations.

Notify Collaborators/Re-share - IMPORTANT

Your Box data may migrate before or after others with whom you collaborate. If you collaborate, you will want to identify files, folders and collaborations before your scheduled migration and communicate with your collaborators.

Internal PSU Collaborators

Permissions for files and folders shared with internal PSU account holders will be copied over during your migration. However, it is still important that you let your collaborators know that they will need to access the files in a new location. We have drafted an email template that you can use to communicate with your internal PSU collaborators.

External (Non-PSU) Collaborators

Permissions Shared with Individuals (via email address)

Permissions for files and folders shared with people (via their email address) outside of Penn State will not be copied over to OneDrive. Post-migration, you will need to re-share your files and folders with anyone external to PSU. Instructions for sharing files in OneDrive are available. We have drafted an email template that you can use to communicate with your external (non-psu) collaborators.

IMPORTANT: Ag IT has been able to identify most users that are collaborating with users external to Penn State. If you are unsure whether you have external collaborators, please review the list of external collaboration users (will require a log in to SharePoint) or contact the Ag IT Helpdesk.

Permissions Shared For Anyone with Link

If you have shared files or folders and used the "People with Link" option to share with anyone who has access to the link (often used for CVENT webinars), post migration, the links will still work for a period of time. Once the PSU Box service is discontinued (around June 30, 2021), access to files and folders via the link will no longer work. If the files and folders will still need to be accessed beyond June, you will need to create a share link to the files within OneDrive and share the link with your collaborators. Instructions for sharing files in OneDrive are available.

End Collaborations (Shared with You)

If there are folders shared with you that you no longer need to access, you can end your collaboration to remove them from your Box account.

  1. Click the ellipses (...) next to the folder you'd like to end collaborations
  2. Click More Options
  3. Click End Collaboration

Remove Collaborators (Shared by You)

  1. Click the ellipses (...) next to the file or folder you have shared
  2. Click More Options
  3. Click Manage Collaborators
  4. Click the drop down arrow beside the collaborators permissions that you would like to remove
  5. Click Remove

Accept Pending Collaboration Invitations

If a user has invited you to collaborate with them and you have not accepted the invitation prior to your migration, your collaboration permissions will not be automatically carried over into OneDrive. For that reason, we suggest you confirm that you do not have any pending invitations. Pending invitations would appear at the top of your All Files list in Box.

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