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Box at Rutgers is great tool for collaboration, allowing users to upload, share and work on files. Administrators can set permissions to control user access to content.

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Box best practices

Create a collaboration folder within Box and bring a group together to access centrally-stored files that you can access via desktop, mobile devices, and multiple platforms and applications.

  • Box enables groups to comment on files to encourage discussion about content.
  • You can tag specific group members to comment directly by typing @group member’s name.
  • Group members will always have access to the most up-to-files in Box and can retrieve older versions via version control. Group members can also assign tasks on files to group members to help simplify the workflow of the group.

Learn more about collaborating with groups on Box by visiting this page.


Maintain all of your student organization’s files using a group Box account. Within Box, student organization files can be kept in one place, stored and archived from year-to-year.

  • Record smooth transitions through important events such as leadership changes or members leaving the organization
  • Hassle-free maintenance and sharing of files and folder structure with members
  • No impact on individual account quotas
  • Quick access to files stored in Box

Use Box on your mobile device to shoot, then upload photos and videos directly to a designated folder. iOS users can use Box Capture to take photos, then save them to their Box accounts. Once uploaded, use the Box app to share with collaborators, adding comments for discussion along the way.

 


Box can be used in conjunction with note-taking apps such as Notability with easy connectivity and upload. You can then access and review notes by accessing Box from any device.


With downloading permissions enabled, you can send Box links to specific files with downloading permissions enabled. Files up to 15 GB can be stored in Box. Any files or folders that exceed 1 GB in file size should be uploaded using the “Upload Folder” feature, which will streamline the process.


With Box at Rutgers, students can submit their homework assignments via their individual Box account. Instructors can also centralize project revisions via Box.com. Box Embed functionality is available for instructors who are interested in integrating the app for use throughout a course. Box Embed, a HTML5-based framework, makes it easy to embed the entire Box experience anywhere you work, such as your course website. You and your students then have instant access to all the useful Box features.


Box can be used in conjunction with note-taking apps such as Notability with easy connectivity and upload. You can then access and review notes by accessing Box from any device.

With downloading permissions enabled, you can send Box links to specific files with downloading permissions enabled. Files up to 15 GB can be stored in Box. Any files or folders that exceed 1 GB in file size should be uploaded using the “Upload Folder” feature, which will streamline the process.

Box provides key file sharing and collaboration features such as commenting, collaborator permissions, and version control. Each of these features will help you to coordinate an event. Easily distribute event materials by embedding a folder with open access on an event page. Website visitors may download the materials from the embedded folder, while staff maintain the materials in Box keeping content up-to-date.


To distribute files to students, you can make them a folder collaborator. From there, you can:

  1. Provide them with a link to access the folder and download files
  2. Use the Broadcast tool in Rutgers Canvas Learning Management Structure (LMS)

Learn more about the Box integration with CanvasBox allows you to configure multiple permission levels to meet a variety of specific needs. You can:

  1. Share files that you want students to view, but not download or share.
  2. Add the students as Previewer collaborators or send them a preview-only link.
  3. Send a download-only link if you want students to just be able to download a file.

Send a collaboration invite link to colleagues, which enables them to invite themselves into a folder, where they can give feedback. Make the collaborators anonymous by setting the folder properties to hide all collaborators within the folder. The source of the feedback will only be visible to the folder owner. Collaborators may comment on files and share their thoughts more openly.


You can share a Box file with people outside the community by sending them a link to the file. When generating the link through Box, you can set the viewers’ downloading and previewing privileges. When you set the access level to “People with the link,” people who do not have a Box account can still preview and/or download the file. You can set a password for the link if it must remain secured.

With the proper collaborator permissions, you can invite those outside of Rutgers to collaborate more extensively, e.g. editing or uploading files. They can be Box users at other institutions or create their own free accounts at box.com.


Set up a Box folder to store all applicant resumes and cover letters, and create a ranking spreadsheet. Invite hiring committee members as collaborators, grant them editor rights and start evaluating candidates. Put your list of questions in a Box Note. Create a copy of the questionnaire for each candidate you interview and encourage all committee members to add their impression of candidate responses – all in real-time during the interview. After the interviews, committee members can add their rankings to the shared spreadsheet. When the hiring is complete, remove the collaborators and use the folder to archive candidate info.

Departments should use their school’s Box Organizational Account or create a Box Group Account rather than using personal accounts. For more, see Types of Box accounts at Rutgers . Send questions to your departmental IT support.


Departments often provide forms, brochures, and relevant information to students on their departmental website. Using Box Embed, departmental staff can keep those documents updated via Box, without having to access the website directly.

Many offices maintain direct relationships with individual students during their time at Rutgers. For instance, a graduate student may share a number of forms or files with a department or adviser. Within Box, an office can create a centrally-located place to maintain student documents throughout the duration of their attendance at Rutgers, even after the student has left the university.