Join Gini von Courter for an in-depth discussion in this video Box folder structure: The essentials, part of Learning Box Administration.
- Before you begin creating a Folder Structure, you need to decide what type of Folder Structure you want to create. Broadly speaking, there are two types of Folder Structures, Closed and Open. Let's talk first about a Closed Folder Structure. In a Closed Folder Structure, the top level or root folder or folders are owned by the admins. If you're the admin this is your folder and that means you get to set hierarchy where only you have the ability to add folders at the top level.
It might be that you have a folder for each department and you set those up, no one can create another one because nobody gets to create a new department. If users want to have permission to get to a folder, they need to talk with you, they need to often request permission to be able to share or to be able to share outside of the enterprise. This is what we call high touch administration because when users want things, they have to talk to the admins to get them. This is something that we'd see very typically in organizations that have data that's very sensitive or organizations where you have an existing type of structure that you're using for your information and you're replacing that structure with Box.
You want to ensure you have the same folders in place that you had in your legacy system because it's a way that you're making it easy for your users. Let's contrast then with an Open Folder Structure because in an Open Folder Structure, users can create any kind of folders including folders at the root level. Users can invite collaborators to the folders that they have, they can share files from their folders anywhere they wish and this has then low touch administration because when a new folder is required, a user simply creates it.
Two very different ways to think about how we're going to create Folder Structures. Now, there's another possibility that you might start with a Closed Folder Structure and setup the basic infrastructure that you want your users to work in until they're up to speed and they're very comfortable and then you can go back and say "I think we're going to loosen this up "and let users now create root folders "although we weren't willing to do that initially." You have a lot of ability to loosen up your structure as time goes on.
Any time you try to tighten up your structure is usually seen as a less positive thing. Both of these structures are setup in exactly the same place. We actually have a check box that lets us choose, it doesn't say "Choose Open or Close," but you'll see what I mean when we take a look at it. Here we are in the Administrative Console of our Box Enterprise Account, we're going to go to Enterprise Settings, we have this in Box for Business as well, and we're going to choose Content & Sharing and scroll down.
Right here, Content Creation, if we want to have a Closed Folder Structure, we just click this check box. If we want an Open Folder Structure, we don't need to do anything because the default is an Open Folder Structure. Also notice, below this we have Restrict tag creation. Imagine that your organization is in the process of setting up a taxonomy for how you're going to identify files, for how you're going to tag all of the information that you have.
If that were the case, you would say "Only these users can create tags" and you might then want to make your knowledge manager, the person who's in charge of taxonomies, one of the co-admins or you might make them folder owners. If we have this turned off, we have a very open taxonomy for tags. Here, we've closed our tag taxonomy. These two check boxes control two different things that may or may not be related in your organization.
Perhaps you care very much about what terms are used to classify files or to be able to tag images but you don't care who creates folders. In that case, you'd restrict your tag creation. In many organizations, they care a lot more about the Content Creation restrictions though than they would about tag creation. Use these two check boxes to establish your Folder Structure and to establish the parameters for tag creation in your taxonomy.
- Touring the Admin console
- Changing the account administrator
- Creating a folder structure
- Migrating files and folders
- Setting up apps
- Adding and managing users
- Creating groups
- Running reports
- Customizing the look of your account
- Changing enterprise security and sharing settings
- Using policies and automations to secure your Box account