What kinds of tasks can I accomplish with my enterprise Box account?
An enterprise Box account allows you to store, share, and collaborate on files. The following list of use cases is not exhaustive; however, the examples here might provide ideas for your use of Box.
- Faculty could selectively release documents to students based on
a pre-established schedule or workflow; in turn, students could be
allowed to make comments on or revisions to these documents in a
shared group space (or have read-only access to these documents)
within a given timeframe, also established by the faculty member.
- University media staff could share selected videos and other
material with visiting media.
- A faculty member preparing her tenure dossier could store and
share documents with the review committee; in turn, she could
establish some type of workflow process in order to track who has
reviewed which documents and what comments or suggestions have been
made. Conversely, the review committee could collaborate around
these same documents, but not allow the faculty member applying for
tenure to see their comments.
- A university foundation or other fundraising group could share
documentation with the development community on all campuses, or
with prospective or potential donors.
- A department could share multiple files (e.g., for a search
committee) with multiple individuals who in turn could see some type
of work flow established, i.e., who has read specific documents (and
at what time), submitted comments, or made revisions.
- A group of students could collaborate on a single shared
document. The document would be owned by one student in the group,
who in turn would share the document with others.
- A group of students could collaborate on a document, and, once
their project is completed, share that document with their
instructor (with read-only access).
- A student working with a peer mentor could create a document and
have that single peer reviewer comment on only that single document.
- A student working with a peer mentor could create several
documents and have that peer reviewer comment on these multiple
- A student working with a community mentor could share one or
more documents with that mentor.
- A staff member (or possibly student intern) working in an
administrative role for a faculty review group could upload
documents into the group's shared space; however, this staff member
(or student intern) would only have access to upload documents and
not (for example) to see revisions or other comments made by the
- Students working in the field (i.e., outside the traditional
classroom) could access files stored in Box via their mobile
devices; if they are working collaboratively, they could also make
changes and revisions and see updates from other members in their
- A user could use allocated Box space to sync documents stored on
her own computer, allowing access to these files on a mobile device
or at another location.
- A graduating senior could prepare a collection of supporting
documents, providing a link to this collection in his resume
allowing the reviewer read-only access.
- A user could create a document in a third-party application
(e.g., MS Word) and have the option to store that file directly to
his Box share.
- A user could share documents that are time-sensitive (i.e., only
accessible between specific dates and times) with others. Once the
time period has lapsed, the documents would no longer be accessible
to those other users.
- A user wants to differentiate the notifications of updates or
changes to documents to which she has access; in a specific use-case
scenario, she would like to be notified only about changes to one
document or folder (e.g., a time-sensitive or critical project,
changes to which should be immediately brought to her attention).
- A faculty member is attending a professional conference, and the
conference web site contains hundreds of support files and documents
on the various sessions. He could pick which files and documents
he'd like to obtain (e.g., sessions he attends), and email those
documents directly to his Box account, rather than first storing
them on his laptop.
- A faculty member, leading a group project with substantial
privacy requirements, could provide access to shared documents to
the group while group members remain invisible to one another.
- A student wants to share a time-sensitive document immediately
with other members of a group project, and ensure that, as soon as
possible, the group members both receive notification of the file
and have easy access to it. She could create a direct link to the
file, and paste it into an email message to all the group members.
- A student brings his laptop to walk-in support, and is informed
it will take two hours for the problem to be diagnosed and remedied.
The support consultant could create a file in a "Walk-in Service"
directory, where documentation on the problem could be added and
immediately shared with other support consultants not on site, who
might have further solutions to offer. Once the problem is solved,
the student could be sent a direct link to the document via email
(read on his mobile device), both alerting him that his laptop has
been repaired and providing him a summary review of the problem and
its solution for later reference.
- A graduate student working on her dissertation could create a
shared "annotated bibliography" file space, and populate it with a
document based on a template created by university library research
consultants. As the student researched, she would post annotated
descriptions of each source to this file, while research consultants
would be able to review and offer suggestions and comments on the
documentation and on areas of possible additional investigation.
- Compliance information and associated department-specific
information could be shared internally or with other institutions.
- Process forms (e.g., forms typically generated with a new hire,
internal compliance documentation that must be completed each year)
could be distributed and completed both internally and with other
- Student athletes could store team videos for cloud access;
subsequently, coaches and other administrative staff could access
them (both for general review and possible recruitment purposes) and
comment or collaborate on what they see.
- Athletic coaches and staff could collaborate and communicate on documents while traveling for recruiting.
The enterprise Box support content available here is a result of a collaborative effort by the Internet2 early adopter institutions.
Last modified on April 10, 2013.