Shared M+Box Accounts

Shared M+Box accounts are available for departments, projects, student groups and other functions requiring collaborative storage. Shared accounts allow files to stay with the group or function, even when individuals move on. They also have a larger quota than an individual account.

Shared M+Box accounts offer:

Note that Box Sync is not available for Shared accounts. However, folders in shared accounts can be synced by individual accounts that are invited as collaborators with editor or co-owner permissions.

While you can log in to the shared M+Box account as the account owner, it is not required. Shared M+Box accounts are set up with a standard folder that is shared among co-owners. The standard shared folder appears in the co-owners' individual M+Box accounts, allowing the co-owners to manage it without a separate login.

Files placed in shared M+Box account folders are owned by the shared account and count against the quota of the shared account, not the users' individual accounts.

Owners and Co-owners

Because there are only a few activities that require being logged in as owner, you can do most of the shared account management from your individual account as co-owner of the shared account. There are a few activities that require being logged in as owner.

Activities requiring owner login

How to log in as an owner

  1. Make sure you know your Box external password (see Logging in to the shared M+Box account for the first time for how to set your Box external password)

  2. Open a Chrome incognito window or a different browser.

  3. Go to box.com/login

  4. Enter the email address of the MCommunity Group account (e.g. its-opscon@umich.edu)
    • Don't forget the @umich.edu

  5. Enter your Box external password

For more information on setting your external password on Box, see Integrate M+Box Using Apps.

Moving Content Between Accounts

Change Folder Owner

There are are two ways to change box ownership. The recommended method is the following:

  1. Click on the appropriate folder.

  2. Click on the Collaborator's name in the list of Collaborators in the right pain of the folder.

  3. Click the Role drop-down and click Owner.

    Folder Collaborators

  4. You will see a pop-up window where you will need to confirm this action. Click Okay to confirm.

Note that changing folder ownership to a Shared Account causes that folder to appear as a new top level folder in the account. To place the folder inside the standard shared folder, use the method below.

Move Folder

Users can also use the following method to move content between accounts:

  1. Create (or ask the account owner to create) a folder in the account that you will be moving files to (the destination account). ITS recommends creating a folder specifically for moving documents (e.g., "Files from uniqname"). You can also use an existing folder, such as the standard shared folder.

  2. Make sure the account that currently contains the files you want to move (the source account), has been invited as a collaborator with editor permissions to the folder created in step 1 in the destination account.

  3. Log in to the source account (e.g., your M+Box account).

  4. Use the checkboxes to the right of the file names to select the files and folders that you need to move to the "Files from uniqname" folder within the destination account.

    Note: Use the checkbox at the top to select all files and folders.

    Tip: Use the advanced search in Box to more easily find the files that you want to move, for example by searching for all files that you own.

    screenshot of select all checkbox

  5. To move the files, click the Move/Copy button (looks like a stack of papers).

    screenshot of move button

  6. From the menu that appears, select the folder you want to move files to (e.g., "Files from uniqname").

    Note: If you are moving files to a personal Box account:

    • Files must be smaller than 250 MB. If you wish to keep a file larger than 250MB, download it to your computer.

    • If you need to retain access to collaboration folders or files, ask the owner to invite your new personal Box account.

    screenshot of files from uniqname folder move dialog box

  7. Click Move to move the files from the source account to the new folder. These files now belong to the owner of the destination account. The source account will have editor privileges to the files as long as you have access to that account.

Note: Only move files and folders that you own. Disable Box sync on folders that you would like to move.

Additional Resources

Good Practices for Shared Accounts

Turn off notifications for the shared account

By default, notifications are on for a new M+Box account. However, for a shared account, this can be a nuisance since the notifications are sent to every member of the MCommunity group the account is based on, so shared accounts created after November, 2014 have all notifications turned off.

To change account notifications, log in as the account owner and use the Notifications tab in the Account Settings. This way individual collaborators can control the level of notifications they receive on the shared folder.

Use the standard shared folder

The standard shared folder is set up on account creation to provide you with the simplest way to manage your shared account. Co-owners are automatically assigned and more co-owners can be added and removed by current co-owners, allowing for great flexibility.

Keep in mind that even though you are conveniently managing the contents of the folder from your individual M+Box account, the files stored there count against the quota of the shared account, NOT your individual account.

Keep permissions simple

Invite collaborators to the standard folder. Then, by creating a sub-folder structure within this folder you will present an organized view of the files to your collaborators. Permissions applied to a folder apply to all files and folders within it. You can add new collaborators to subfolders without giving access to the parent folder, but keep in mind that the sub-folders shared in this way will appear at the root of your collaborator's M+Box account.

Only log in as the owner of the shared account when necessary

Most activities can be done as the co-owner of the shared account standard folder. This is the simplest way to manage your shared content. For activities that cannot be accomplished as co-owner:

  1. Open a Chrome incognito window
  2. Log in with the MCommunity group name and Box external password (see Requesting, Logging in and Removing an Account for how to set your Box external password)

See Owners and Co-owners for more information.

Remove collaborators when access is no longer needed

To maintain the security and privacy of the data, remove collaborators when they no longer need access to files or folders. This is particularly important when people move on and no longer have responsibilities that require access to the files. Removing users as collaborators on shared M+Box accounts should be a standard off-boarding activity.

Always use the web browser to manage the files and folders, not Box Sync

While Box sync is a convenient way to access your own files stored in Box on your desktop, it is not recommended for shared accounts such as these. Multiple users syncing the same collection of files increases the possibility of problems with sync since it is possible for more than one person to edit at the same time.

Always have at least two co-owners of shared M+Box top level folder

Multiple co-owners ensures that when a co-owner should no longer have the authority to manage the files in a shared M+Box folder, those files stay in the control of the role of the shared account instead of the individual.

Requesting, Logging in and Removing an Account

A shared M+Box accounts uses an MCommunity group account to log in. You may use an existing MCommunity group account or have one created as part of this process.

Requesting a shared M+box account

Request a shared account by completing the Shared Account Request Form. NOTE: You can only access this form from your UMICH account. If you have trouble launcing this form, please make sure you are logged out of any personal accounts. Keep in mind the name of the shared account must be 9 characters or greater and we suggest following the naming scheme:

Logging in to the shared M+Box account for the first time

Before you log in, establish a Box external password.

  1. Open a Chrome incognito window or completely different browser

  2. Go to http://box.com/reset

  3. Enter the full email address of your MCommunity group account (e.g. its-opscon@umich.edu)

  4. Check the email associated with your MCommunity Group account for a password reset email from Box. (NOTE: since the email will be sent to the MCommunity Group, make sure that the group contains at least one member to receive the password reset email.) Click the link in that email.

  5. Type and verify a password on the password change screen

  6. Use that password to log in as the owner of the account

Removing a shared M+Box account

We recommend that you request removal of shared M+Box accounts when they are no longer needed. This ensures proper use of a limited resource and removes data that is no longer relevant and should no longer be accessed.

Send a request to the ITS Service Center with the name of the account to be removed. If there is also a shared M+Google account associated with the MCommunity group, indicate whether the associated shared M+Google account should also be removed. The request for removal will be verified via email to the co-owners of the shared account root folders.

Managing Students' Work in a Shared M+Box Account

For best organization and control of the students' activity in your class, create sub-folders for each student in your shared class account folder and invite individual students to their sub-folder. In this way, you can arrange the folders in a hierarchy to meet your needs.

Receive notifications

You can set notifications on the account (or on individual folders) to be alerted when there is activity. Keep in mind that notifications are sent to the shared MCommunity group account. Or, you can turn off all notifications and use the Updates link on the M+Box web interface. You can also check to see who has accessed a file with the file Access Stats.

The student's perspective

Files create by students count against the shared account quota, not the student's individual quota. All folders shared with the students appear at the top level of their M+Box folder list.

When the class ends

You have options.