How to: Share files and folders in Box

This guide will explain the best practices for sharing files and folders in Box. 

If a file with personal information of any kind – including SSN/SIN, or name plus Driver’s License, Date of Birth, e-Signature – needs to be shared, DO NOT use email to share it as an attachment. Instead, put the file in BOX and share the file directly from BOX using the Invite People option (see below). 

If you need to share multiple files, add all the files to one folder in BOX and Invite People to the folder.

• Invite people as collaborators
• Shared Links

Invite people as collaborators

• Hover over the document in Box.com and click the Share arrow
  
• Under Invite People, enter their email address. (Any email address can be entered.)
• The default is to Invite as Viewer. To allow the collaborator to edit the document, click the blue triangle and click Editor.
  

Shared Links

• Shared Links are the least secure method for sharing files. Only use Shared Links for information that can be shared publicly.
• If you use a shared link, please note the default settings listed below.
  • The link will only work for people who log into Box with a unitehere.org email address. To change the access, click the blue triangle next to People in your company.
  • The link will provide View only access. To change, click the blue triangle next to Can view only. 
  • The link will expire after one year. The expiration date can been seen by hovering over the clock icon. 

Keeping our data safe is a priority for everyone! 
Please use caution when sharing files or folders. 

Getting help

If you need help with any of the above, or have concerns or questions about keeping the Union secure, please email support@unitehere.org