Planning Your Folder Structure in UBbox (IT Staff)

The needs of your organization will likely affect the way you manage your UBbox account and how you set up the folder taxonomy that is deployed to your team.

UBbox folders are the foundation from which your customers work. Defining a folder taxonomy that is intuitive and easy to navigate will greatly increase adoption and maximize productivity.

On this page:

Decide Who Handles What Tasks

Here are some questions to consider before designing your Box folder structure:

  • Who moves, owns, and maintains the content?
  • What root level folders make sense? This is typically based on the departments or groups using UBbox.
  • Does your organization prefer to give customers the ability to create and manage their own top-level folders? Or does your organization prefer to own (and control) all root level folders? 
  • Do your Admins and co-admins need full access to customers' content?
  • Are different levels of access needed for customers, or are groups appropriate?
  • Are there any particular security needs around any of your content?

Choosing Folder Structure

Open Folder Taxonomy:

People can create their own root level folders on the "All Files" page. By default, a person can provision collaborators and freely share files from the folders they own. This option requires less involvement from your administrators.

Closed Folder Taxonomy:

Admins create and own all root level folders on the "All Files" page. Admins also restrict people from being able to create root level folders or private folders, and people need to be invited into folders by Admins.

Folder Structure Best Practices

1. More restricted content should live at a higher folder level.
Invite other collaborators and external individuals further down the folder structure. Because of waterfall permissions, a person's access only flows down to subfolders. Sensitive, confidential content should be in a folder towards the top of your structure that will remain more private.

2. Ensure naming conventions of folder and files are extremely clear.
People will be invited in at different folder levels, and that level will appear as their "root folder." Clear, consistent naming conventions will help the person stay oriented in the folder structure and will help with searching for content. For example, being invited to a folder titled "Sales - Corporate Team" is more explanative than the title "Corporate" 

3. Keep the structure as flat as possible.
Avoid designing more than six levels of folders within your structure. A flat folder structure is more efficient for organizing your content, and less frustrating for your customers to navigate through.

4. Every person's "All Files" page will look different depending on the folders they've created and/or the folders they've been invited into.
Reduce the number of folders on the "All Files" page by inviting people into department or team folders. Or, make your customers aware of the Favorites page so your customers can "favorite" the folders they most often work within, to easily navigate to those folders.

5. Create separate folders for external collaboration.
These can be subfolders under a client folder, or they can be separate root level folders depending on the needs of your organization. Label all public/external folders appropriately so your customers understand that content in those folders will be viewed by third parties.  

Box Collab Template

ITORG Groups

UNIT_Box-UNIT-DEPT-External_CoOwners
        Data custodians with the ability to invite collaborators in the external folder

UNIT_Box-UNIT-DEPT-External_Editors
        All department staff

UNIT_Box-UNIT-DEPT-Internal_CoOwners
        Ideally no one as the internal folders should be controlled with group permissions

UNIT_Box-UNIT-DEPT-Internal_Editors
        All department staff

 

Box Structure

  • Root_UNIT
    • UNIT-DEPT
      • UNIT-DEPT-Managed
        • UNIT-DEPT-Internal  (Share here)

      • UNIT-DEPT-Unmanaged
        • UNIT-DEPT-External (Share here)

Box Sharing

UNIT-DEPT-Internal

  • Editor: UNIT_Box-UNIT-DEPT-Internal_Editors
  • Co-Owner: UNIT_Box-UNIT-DEPT-Internal_CoOwners
  • Right click folder > Settings > Check "Only folder owners and co-owners can send collaborator invites"

 

UNIT-DEPT-External

  • Editor: UNIT_Box-UNIT-DEPT-External_Editors
  • Co-Owner: UNIT_Box-UNIT-DEPT-External_CoOwners
  • Right click folder > Settings > Check "Only folder owners and co-owners can send collaborator invites"

 

See also

Contact the UBIT Help Center

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