Join Gini von Courter for an in-depth discussion in this video Creating your folder structure, part of Learning Box Administration.
- If we're creating a closed folder structure, then we'd probably have a lot of work to do. We will begin by creating different folders, and in fact, our site began as a partially closed folder structure, because we didn't want users to be able to create top level administrative folders, for example, or department chair, so we started here actually with a closed structure, and then opened it up as time went on. However, if you want to start with a closed structure, you'll begin as we did, by creating folders, and I'm assuming you already know how to do that.
If you're creating an open folder structure, there's something more that you need to consider right away, and that is how you're going to allocate enough space for your users. Let's take a look at the Administrative Console, in the User area, and whenever we have a user, for example, Colleen, if we go take a look at her user information, notice here that she has a storage quota of 10 gigabytes. That means that if she's operating as a co-admin, and creating lots and lots of high level folders, as people begin collaborating in those, it's gonna push against her storage quota.
So because I've made her a co-admin, I'm going to give her Unlimited storage. She has access then to the pool of storage that belongs to the entire Enterprise, and the fact that she's created folders for 20 different projects, isn't going to mean that she no longer has the ability to save folders and files that she needs. Now for our other users, folks who aren't co-administrators, after I've finished saving my co-admin, I'm going to take a look at Francine Benet now.
Francine is one of our department chairs, and she does a lot of work with graphics. I can either bump this up significantly and give her, for example, a 100 gigabytes of our share, or I could simply allow her to participate in the pool as in the same way that Colleen is. Whatever the limit is that I'm setting for my users, I need to make them aware of the implications of those limits, and users need to be aware that whenever they own a folder, all of the content of that folder then is content that is going against their storage quota.
Because this is a Box Enterprise account, and I'm the Enterprise administrator, I could go see what Francine's folders look like, I can actually login to her account. I don't have the ability to do that, in every single Box plan, and indeed outside of Enterprise, if I'm not invited by a user to one of their folders, I don't actually see that that folder is there and that they are the owner. So again, some communication about what storage quotas are, and how those storage quotas operate, is very helpful to your users when you create an open folder structure.
When you create a closed folder structure, then you don't need to worry as much about how much allocation you're giving to your users, because you're creating the top level or root folders that are going to get the most usage and they will be under your unlimited account.
- 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