Departmental Box accounts are tied to the department, not individual employees, ensuring that information remains accessible within the department as personnel change.
SEASnet has provisioned Box accounts for all academic units in HSSEAS and for administrative units that have requested them. For more details on UCLA Box accounts, visit UCLA IT Box Support.
Box Account Best Practices
Folder Structure:
- Organize your folders to reflect your department’s structure, as permissions cascade to subfolders and their contents.
- Use clear, detailed folder names so users can easily identify the content and context of the data.
Box Sync:
- Box Sync allows users to sync files between their computer and Box. Files in the Box Sync folder are automatically synced. Note: Box is not a backup service — deleting a file in Box Sync also deletes it from the cloud.
Box Edit:
- Box Edit is a browser add-on that lets you open files directly from Box into desktop applications like MS Word. When you save the file, the changes are automatically updated in Box.
Deleted Items:
- Deleted items move to the trash of the user who deleted them (with exceptions when using Box Sync). Items remain in trash for 30 days before being permanently deleted.
User Permissions
- Owners and Co-Owners can manage collaboration settings. To restrict who can invite collaborators, go to the folder’s “Properties” > “Security” tab, and select “Only Owners and Co-Owners can send collaborator invites.”
General Usage Recommendations
- Notifications: Enable notifications for deleted items in folders you own or have joined. This helps track deleted items and allows you to request restoration from the person who deleted them.
- Sharing Links: Sharing is a read-only link that grants others access to view files. You can choose from three permission levels: “Anyone with the link,” “Only UCLA users,” or “Only collaborators in the folder.” No Box account is needed to view shared content.
- Collaborating: Invite users to collaborate on folders by assigning them specific permissions to view, edit, or modify documents. Collaborators must have a Box account to participate.
Common Issues & Support
- Invalid Login Credentials: If you receive this error, you may already have a personal Box account using your email. Log in to your free Box account and change the associated email to resolve this issue before creating a UCLA Box account.
- Third-Party Apps: Only “Box Assured Apps” are supported in UCLA Box accounts.
- Support & Tutorials: Visit the Box Support Center for answers to common questions. A separate account may be required to access support.
- UCLA Box Information: Additional details on UCLA Box accounts can be found here.